Creating an Estimate

Overview

Estimates are quotes you send to customers before starting work. They outline what you'll do and how much it will cost, giving customers a chance to approve before you begin. Once approved, estimates can be converted directly into invoices, scheduled jobs, or recurring service agreements. After sending an estimate, BlueClerk prompts you to create a ticket or schedule a job to complete the work.

NEW: Inline Ticket Creation - When you click "Create Ticket" or "Schedule Job" from an estimate, the ticket dialog opens right on the page instead of navigating away. The dialog automatically pre-fills the customer, property, and line item descriptions (without prices) so you can quickly convert the estimate into trackable work.

NEW: Convert Options Available Earlier - You can now convert estimates to invoices or tickets as soon as they're marked SENT, not just after approval. This gives you flexibility to start work or create invoices earlier in the process.

When to Use Estimates

Use estimates when:

• Work scope is significant
• Customer wants to know cost upfront
• Multiple options need to be presented
• Approval is required before starting
• You want written agreement on price

Creating an Estimate

Starting a New Estimate

1. Click "Finance" in the sidebar
2. Select "New Estimate" from the flyout menu
3. Fill in estimate details

Required Information

• Customer: Who the estimate is for
• Property: Where the work will be done (if applicable)
• Line items: What you'll do and how much it costs
• Estimate number: Auto-generated, but you can customize
• Valid until: Expiration date for the quoted price

Optional Information

• Description: Additional context or notes
• Terms: Payment terms or conditions
• Internal notes: Notes only you see (won't appear on PDF)

Adding Line Items

Quick Add

1. Start typing in the line item field
2. Select from your catalog if the item exists
3. Or create a new line item on the fly

Line Item Details

• Description: What you're doing
• Quantity: How many units
• Unit price: Cost per unit
• Amount: Auto-calculated (quantity × unit price)

Organizing Line Items

• Drag to reorder - Click and hold to rearrange
• Group by category - Add section headers for organization
• Add photos - Attach images to show materials or scope visually

Sending Estimates

Before You Send

1. Review all details - Customer info, line items, totals
2. Check the PDF preview - See what customers will receive
3. Verify expiration date - Ensure "Valid Until" date is correct

Sending the Estimate

1. Click "Send" or the email icon
2. Confirm recipient email address
3. Add a personal message (optional but recommended)
4. Click "Send Estimate"

The customer receives an email with:

• Link to view the estimate online
• PDF attachment
• Your personal message
• Option to approve or decline

Converting Estimates

Convert to Ticket (Inline)

After sending or approving an estimate:

1. Click "Create Ticket" button
2. Ticket dialog opens inline on the page
3. Customer and property are pre-filled automatically
4. Line item descriptions appear in the ticket description (prices excluded)
5. Edit or add details as needed
6. Click "Save" to create the ticket
7. You stay on the estimate page - no navigation away

Convert to Invoice

After the estimate is SENT or APPROVED:

1. Click "Convert to Invoice" button
2. Review pre-filled invoice with estimate details
3. Adjust if needed (dates, line items, terms)
4. Save and send the invoice

Convert to Job (Inline)

After sending or approving an estimate:

1. Click "Schedule Job" button
2. Job scheduling dialog opens inline on the page
3. Customer and property are pre-filled automatically
4. Pick a date and time for the work
5. Assign a technician if needed
6. Click "Save" to schedule the job
7. You stay on the estimate page - no navigation away

Set Up Recurring PM Schedule

When you approve an estimate with a property:

1. BlueClerk prompts "Set up recurring maintenance?"
2. Choose frequency (monthly, quarterly, etc.)
3. Review pre-filled schedule with estimate details
4. Save to create automatic recurring tickets

Estimate Statuses

Draft

• Not yet sent to customer
• You can edit freely
• Not visible to customer

Sent

• Sent to customer for review
• Customer can view online
• Can be converted to invoice or ticket now (new)
• Waiting for approval or expiration

Approved

• Customer accepted the estimate
• Ready to convert to invoice or job
• Can set up recurring maintenance

Declined

• Customer rejected the estimate
• Can be revised and resent
• Or marked closed

Expired

• Passed the "Valid Until" date
• Can be updated and resent
• Or marked closed

Converted

• Turned into an invoice or job
• Original estimate preserved as reference
• Links to the converted record

Estimate Options

Duplicate Estimate

Create a copy to:

• Send similar quote to different customer
• Revise pricing for same customer
• Use as template for common jobs

Void Estimate

Cancels the estimate:

• Marks status as Voided
• Cannot be approved or converted
• Keeps record for history

Archive Estimate

Removes from active list:

• Still searchable
• Preserved for records
• Can be unarchived later

Tips for Better Estimates

Professional Presentation

• Use section headers to group related items
• Add photos to visualize materials or scope
• Include detailed descriptions so customers understand what they're getting
• Review the PDF before sending - it's what customers see

Accurate Pricing

• Include all costs - labor, materials, permits, disposal
• Add contingency for unknowns on larger jobs
• Be specific about what's included and excluded
• Use your item catalog for consistent pricing

Clear Terms

• Set realistic expiration dates - 30 days is standard
• Define payment terms - deposit, net 30, etc.
• List exclusions - what's not covered
• Include warranty info if applicable

Follow Up

• Check if they received it a day or two after sending
• Answer questions promptly if they reach out
• Convert quickly when approved - strike while iron is hot
• Ask for feedback if they decline - helps you improve

Questions

Q: Can I edit an estimate after sending it? A: Yes, but it will create a new version. The customer will see "Revised Estimate" when you resend it.

Q: What if the customer wants changes after I send it? A: Edit the estimate, adjust line items or pricing, and resend. The new version replaces the old one.

Q: Can I convert an estimate that hasn't been approved? A: Yes! As of this update, you can convert SENT estimates to invoices or tickets. You don't have to wait for formal approval.

Q: Do line item photos appear on the PDF? A: Yes, if you enable "Include photos on PDF" in Settings > Invoice Style.

Q: Can I use estimates for recurring maintenance? A: Absolutely. When you approve an estimate with a property, BlueClerk prompts you to set up a recurring PM schedule automatically.

Q: What happens to the ticket description when I convert an estimate? A: The ticket description is pre-filled with all line item names from the estimate, but prices are excluded. This gives the technician a clear scope checklist without exposing pricing.

Q: Can I create multiple tickets from one estimate? A: You can create a ticket or job at any time from the estimate page. If you need multiple tickets for different phases, you can click "Create Ticket" multiple times - each ticket will be pre-filled with the same