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.

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

From Scratch

1. Go to Invoices/Billing in the navigation
2. Click "New Estimate"
3. Select or add a customer
4. Select or add a property
5. Add line items with descriptions and prices
6. Set valid until date (how long estimate is good for)
7. Review and save

From a Ticket

1. Open the ticket
2. Click "Create Estimate"
3. Customer and property are pre-filled
4. Add line items based on work needed
5. Save the estimate

Estimate Numbers

Each estimate gets an auto-generated number:

• Default format: EST-0001, EST-0002, etc.
• Prefix can be customized in Settings
• Numbers auto-increment

Adding Line Items

What to Include

For each piece of work:

• Description: What you'll do
• Quantity: How many (hours, units, etc.)
• Unit Price: Cost per unit
• Total: Calculated automatically

Types of Line Items

• Services: Labor and work performed
• Materials: Parts and supplies needed
• Products: Items being installed
• Other: Miscellaneous costs

Tax Settings

Per line item:

• Mark as taxable or non-taxable
• Tax calculates based on your company tax rate
• Some items (labor) may not be taxed depending on location

Estimate Settings

Valid Until Date

Set how long the estimate is good for:

• Common options: 30, 60, 90 days
• After this date, prices may change
• Gives customers clear deadline to decide

Payment Terms

Pre-set the terms for when they approve:

• Due on Receipt
• Net 10, 15, or 30

Notes

Add custom messages:

• Customer-visible notes: Payment expectations, scope clarifications
• Internal notes: Reference info for your team

Estimate Statuses

Status Flow

Draft → Sent → Viewed → Approved → Converted (to Invoice)
                  ↓
               Declined
                  ↓
               Expired

Status Meanings

• Draft: Still being created, not sent yet
• Sent: Emailed to customer
• Viewed: Customer opened/viewed the estimate
• Approved: Customer accepted
• Declined: Customer rejected (with optional reason)
• Expired: Past the valid-until date without decision
• Converted: Turned into an invoice

Sending Estimates

Email to Customer

1. Open the estimate
2. Click "Send" or the email icon
3. Select recipient (customer's email)
4. Add a message (optional)
5. Send

The customer receives a link to view and respond to the estimate.

Customer Actions

When customers receive an estimate, they can:

• View the full details
• Approve (accept the work)
• Decline (reject with reason)
• Request changes (via message or phone)

Converting to Invoice

Once an estimate is approved:

1. Open the approved estimate
2. Click "Convert to Invoice"
3. Line items copy to the new invoice
4. Review and adjust if needed
5. Save the invoice
6. Send to customer for payment

The estimate is marked as "Converted" and linked to the invoice.

Tips

• Be detailed in descriptions - clarity prevents disputes
• Include everything - surprise costs upset customers
• Set realistic valid-until dates
• Follow up on sent estimates that haven't been approved
• Keep estimates organized by status

Common Questions

Q: Can I edit an estimate after sending? A: You can create a revised estimate. Sent estimates generally shouldn't change without creating a new version.

Q: What if the customer wants changes? A: Create a new estimate with the changes, or adjust the invoice after conversion.

Q: Can I have multiple estimates for one job? A: Yes, you might send options (good, better, best) or revise based on feedback.

Q: Do estimates affect my revenue reports? A: No, estimates are not revenue until converted to invoices and paid.

Related Articles

• Creating an Invoice
• Sending Invoices
• Creating a Ticket