You can externalize estimates by using the print function in PAI. ## Accessing Print You can access the print view in a few ways: ### "Send Estimate" The "Send Estimate" button is available if an estimate version has not been sent. Clicking it will take you directly to the estimate print tab. ### Estimate Print Tab You can manage your estimate print options via the estimate print tab. The content window will display a PDF preview of your current document, and the sidebar will include options and settings to customize your document. ## General Print Rules: - Print views use the external financials from the estimate. - External Notes for Line items are included as italicized text in the details section. - Discounts (if used) only show under the section they are applied to. - The Breakdown Top section shows section subtotals, fringes, and any discounts to arrive at the Grand Total. - Details section only include line item subtotals and discount adjustments to the section (if any). ## Print Options 1) Choose a Print Layout (described below) 2) Choose a document title a) "Estimate" is the default option for non-approved estimates b) "Purchase Order" is the default for approved estimates 3) Set Options as needed: 1) Define an expiration date for estimates (default expiration is 7 days in the future) 2) Include or exclude overages (if approved overages exist, they will be added to the totals of the estimate) 3) For AICP: Enable or Disable budget utilization percentage, will essentially turn on and off the top sheet budget use visualization. ## Print Layouts ### Summary Preset The Summary preset will only include the following content: - Estimate Header - Grand Total - Billing Details - Scope Summary > [!abstract]- Summary Print Use Cases > - **Executive briefings** - Provide high-level financial overview to executives who need just the total cost and scope without operational details > - **Initial client discussions** - Share basic project scope and budget during early conversations before detailed approval > - **Budget approval requests** - Submit to finance teams or stakeholders who only need to approve the total amount > - **Contract attachments** - Include as a simple exhibit in master service agreements where detailed breakdowns aren't required > - **Confidentiality situations** - When you need to share project costs but want to protect proprietary production methodologies ### Categories Preset (Default) The Categories preset will include the following content: - Estimate Header - Grand Total - Billing Details - Scope Summary - Category Top Sheet Breakdown - Details Section: - Categories, and Line items within each category > [!abstract]- Category Print Use Cases > - **Standard client presentations** - Most common format for client estimate reviews, showing logical cost groupings (Labor, Equipment, Services) > - **Project approval workflows** - Provides enough detail for informed decision-making without overwhelming stakeholders > - **General contractor estimates** - When working with agencies or other production partners who manage multiple vendors ### Department Preset The Department preset will include the following content: - Estimate Header - Grand Total - Billing Details - Scope Summary - Department Top Sheet Breakdown - Details Section: - Departments, and Line Items within each Department > [!abstract]- Department Print Use Cases > - **PAI standard departmental breakdowns** - When you need AICP-style departmental organization but using PAI's standardized format instead of strict AICP formatting > - **Production company presentations** - For clients who prefer departmental cost visibility but don't require AICP compliance > - **Detailed production planning** - When clients or internal teams need to understand specific departmental allocations using PAI's department taxonomy ### Day Preset The Day preset will include the following content: - Estimate Header - Grand Total - Billing Details - Scope Summary - Day Top Sheet Breakdown - Details Section: - Days, and Line Items within each Day > [!abstract]- Day Print Use Cases > - **Multi-unit productions** - Showcase costs for different shooting units (New York unit, LA unit, Second unit, etc.) to demonstrate unit-specific allocations > - **Location-based budgeting** - When shooting in multiple cities or locations, showing costs organized by each day/location combination > - **Schedule impact visualization** - Help clients understand how adding or removing specific days affects overall budget > - **Client day-rate understanding** - When clients want to see the true daily operational costs rather than just category or departmental totals ## Special Print Layouts & Presets ### AICP > [!warning] Note > The AICP preset is only available as an option if your in an AICP project. AICP Print will include the following content: - Estimate Header - Grand Total - Billing Details - Scope Summary - Department Top Sheet Breakdown, using an AICP Standard format - Details Section: - ACIP Departments, and Line Items that exist within each Department. > [!abstract]- AICP Print Use Cases > - **Agency presentations** - Standard format expected by agencies familiar with AICP guidelines > - **Commercial productions** - Industry-standard format for traditional advertising commercial estimates > - **Agency procurement departments** - Procurement teams trained on AICP standards for easy comparison and approval ### Internal Preset The Internal preset will include the following content but uses the **Internal costs** of the estimate. > [!warning]+ Internal Preset uses Internal Rates and Sums > Internal preset ignores the externalized costs of an estimate and instead uses the internal costs. Ensure to take precaution when sharing. - Estimate Header - Grand Total - Billing Details - Scope Summary - Category Top Sheet Breakdown - Days Top Sheet Breakdown - Details Section: - Categories, and Line items within each category - Days, and Line Items within each Day > [!abstract]- Internal Print Use Cases > - **External project manager coordination** - Share internal budget details with freelance producers or external project managers who need full cost visibility but don't have PAI workspace access > - **Offline budget reviews** - Enable budget discussions in meetings or locations where PAI system access isn't available > - **Archive documentation** - Create permanent records of internal budget allocations for project files and future reference > - **Approval workflows** - Route internal budgets through approval processes that require PDF documentation rather than system access ## Related Topics - [[Days In PAI|Days in PAI]] - [[Projects & Estimates]] © 2025 PAI Tech, Inc. 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