Make and send an estimate

An estimate tells a customer what you offer and at what price. Send it with a link and the customer can open it, download the PDF, and accept or decline it online. Once they accept, one click makes the invoice.

Make an estimate from a deal

This is the quickest way, because the estimate starts with the deal's products and customer.

1. Open the deal. On the right, above the activity feed, click Products.
2. Add the items being sold and click Save products.
3. Click Make estimate.

The new estimate appears under Estimates on the deal. You can also click Estimates there and then New estimate; the lines are copied from the deal's products and you can change them before saving.

Make an estimate on its own

1. Open Estimates in the left menu.
2. Click New estimate.
3. Fill in the form:
   • Title: what the estimate is for.
   • Deal: optional. Picking a deal brings in its company, contact and currency.
   • Customer company and Contact person: who the estimate is for.
   • Date and Valid until.
   • Currency.
4. Add the lines. Start typing in the item box to pick from your catalogue, or type any item freely. Set the Qty, Price, Disc %, Disc amt and Tax % for each line. Click Add line for more.
5. Add a discount on the whole estimate in the totals box if you need one, and any Notes for the customer or Terms. Left empty, your workspace's usual terms are printed.
6. Click Save estimate.

Once it is saved, the estimate opens in a window over the list.

The estimate window

The stages run across the top. The left side has two tabs: General for the details and Products for the lines. The right side lists the Documents made from it and its History, including when the customer opened it.

Change anything and a bar appears at the bottom with Save and Cancel.

Send it to the customer

You have two ways to send an estimate. Both move it from Draft to Sent to customer.

• Email: opens an email with the PDF attached and a link to view, accept or decline it online. The estimate counts as sent once the email goes.
• Send & copy link: copies the customer's link, ready to paste into WhatsApp or any message.

To print or save a copy yourself, click PDF. If your workspace has more than one design, pick it in the box next to PDF before you print or email.

When the customer answers

On the link, the customer sees the estimate with Accept and Decline buttons. To accept, they type their name. To decline, they can say why. Their answer moves the estimate to Accepted or Declined on its own, and it shows in the history.

If the customer tells you their answer another way, mark it yourself: in the Estimates list, use Accepted or Declined on the row, or click the stage at the top of the estimate.

Once an estimate is answered or invoiced, it stays as it was. To offer something different, click Make a copy and edit the copy.

Turn it into an invoice

Click Make the invoice on the estimate, or Invoice on its row in the list. The invoice is made with the same lines, customer and deal, and opens straight away. Its number then shows as a button on the estimate.

See Invoice a customer and record a payment for what comes next.

When an estimate expires

After its Valid until date, an estimate that had no answer shows as Expired, and the customer can no longer accept it. To extend it, open it and click Give 15 more days.

Copy or delete an estimate

• The copy icon at the top of an estimate makes a duplicate you can edit, which is handy for a similar offer to another customer.
• The bin icon deletes the estimate. This cannot be undone.