In this article we cover how to fully price out a custom computer for a computer.

There are a couple of different prices and options that customers can go with, while going through the list I will give what will generally be the price, but also list the customers other options.

To start the process

When to buy, when to build

In general, a prebuilt computer is going to be suitable for most customers. The main reasons to build custom computers are:

• For a gaming PC, where a prebuilt computer may not have enough power at a reasonable price point to play the latest games.
• For an application-specific business computer, like CAD or other intensive software applications.

For everything else, a prebuilt computer should suffice.

Gather information from the customer

Before you can even begin gathering information about specific computer models or parts to purchase, you must first lay the groundwork for what the customer should expect from this process. Ask the customer:

• What will you be doing with this computer? A high level overview should be sufficient (“office use”, “gaming”, “3D Modelling”, etc)
• Do you have a budget in mind? Aim for “ballpark numbers”- $500? $700? $1000? $1500?
• Do you have a timeframe in mind? Do you need this computer today, next week or next month?

These general questions will help you point them in the right direction. After you’ve established these basics, move on to assessing your currently available options.

Assess your currently available options

In order of preference, offer the following options as they are available and suitable for the customer’s needs:

• Refurbished computer: A refurbished computer from our stock that is ready to sell (or, one that is set to be refurbished that can be completed in a reasonable time frame)
• New computer, in stock: A new computer from our stock that is ready to sell
• New or refurbished computer, to order: A new or certified refurbished computer that we will have to order
• Custom computer: If the customer’s use-case fits the criteria above (“When to buy, when to build”), offer the option of building a custom computer

When you start with a customer, we have to have a conversation with them to get all of the specifications for their computer. In this step you go over with the customer everything they want, and go and find all the parts they need for their computer.

This consultation is $120.

This needs to be taken as a deposit before you start working to find and order all of the parts

If we order the parts there is only a 10% mark up for all of them to cover their warranty.

To build the computer we charge a total of $240

• $180 for build time
• $60 for software work. This includes putting an operating system on their device

Software Labor

Diagnosed old computer and customer wants to recycle

No additional charge

Diagnosed old computer and customer wants to keep it

Add Diagnostic charge

Customer wants to transfer data from old computer to new (drag and drop to a folder), no programs

Add Data Transfer charge

Customer wants to migrate data from old computer to new, with or without programs

Add Data Migration charge

Customer is a walk-in and wants to buy a new computer from us with no additional setup or data transfer

No additional charge

We will not warranty the customers computer unless they order the parts through us. Make it very clear that we will warranty our labor, but not the parts or the functionality of the device.

If they want to upgrade an existing computer or bring over an old hard drive

• For an extra $60 we will migrate their data or their existing hard drive.

Extra

• If they want extra LED lights we would charge an extra $80.
• If they want cable covers or special cable management it would be $60 + the cost of the covers (just give the customer a total)

Generate a rough quote

Add the prices of software labor, hardware labor, and parts together to arrive at a rough quote. Advise the customer that the final price may vary if their scope changes or according to the cost of parts that must be purchased. If the customer approves the rough quote, proceed to generating a final quote for approval.

Generate a final quote and receive a down payment

The final quote should include the price the customer should expect to pay assuming all parts (if any) are available at the same price at the time of purchase.

• If the customer is purchasing a computer that we already have in stock and the cost of additional parts (if any) do not exceed $500, proceed to generate a quote in PCRT with no down payment required.
• If the customer is purchasing a computer that we will have to order and/or the cost of parts exceeds $500, a quote will need to be drafted in PandaDoc by the Purchasing Manager, to be signed by the customer with a deposit.

Generate a quote in PCRT

If the customer does not have a current work order (because they are a walk-in), create a work order for their existing asset.

Add all parts and labor to the work order for the customer’s existing asset and use the “Create quote” button. Email the quote to the customer, or print it out and hand it to them. Verbal or written confirmation is sufficient for computer purchases or builds that only require a PCRT quote as defined above.

Generate a quote in PandaDoc

The Purchasing Manager should gather the labor and parts charges from the technician that generated the rough quote and enter it into a new PandaDoc quote along with the customer’s contact information, then send the quote via email to the customer for signing and payment.

Once the quote is signed, the Purchasing Manager should save a PDF copy of the signed quote and attach it to the work order in PCRT.

Make the order

After the quote is approved (and a down payment has been secured, when required), the Purchasing Manager will order the computer and/or parts as needed. If no computer or parts need to be purchased, proceed to the next section.

The Purchasing Manager should copy and paste the order confirmation from each vendor into the work order as a tech note.

Assess the received computer and/or parts

Ensure that the computer and/or parts received:

• Arrived in acceptable packaging (not punctured, crushed, wet, or showing signs of tampering)
• Are complete and undamaged
• Are the same parts that were ordered. Compare model numbers to the shipping manifest or packing slip included

Take pictures to attach to the work order and document in the tech notes if there are any issues or discrepancies.

For custom computers: Build the computer

Begin by assembling the core components on the motherboard, on top of the motherboard box (not on top of the antistatic bag!). This includes the CPU (and heatsink/fan), RAM, graphics card and power supply. Make sure that the computer powers on and all components function properly. Once verified, begin building the computer.

• Lay the computer down on a flat surface, with no obstructions in, on, around, or under the case.
• Install the power supply and any additional case fans
• Insert the IO shield into the case
• Insert the assembled motherboard (motherboard, CPU, heat sink, RAM), align it with the IO shield and screw standoffs, and secure into place with screws.
• Install additional components -- drives, graphics cards and other peripheral cards.
• Verify the computer powers on
• Power off the computer and route cables neatly, tying them in place with zip ties where appropriate. The inside of the case should be presentable, even if not visible when the case is closed.
• Install the operating system.

Proceed with new computer setup procedure

Procedure - New Computer Setup

Take remaining payment from customer

At checkout, apply the existing deposit as a payment, and take the remaining payment as you would for any other checkout.