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Estimates do not trigger a payment. No money is collected until you convert an accepted estimate to an invoice and the customer pays. This makes estimates ideal for projects, services, or any sale that requires approval before billing.
Where to find estimates
Navigate to Payments → Invoices & Estimates and click the Estimates tab. This view shows all estimates across all statuses.Estimate statuses
Every estimate moves through a defined lifecycle. Understanding each status helps you manage your quoting pipeline.| Status | What it means |
|---|---|
| Draft | Created but not yet sent to the customer |
| Sent | Delivered to the customer; awaiting their response |
| Accepted | The customer has clicked Accept on the estimate |
| Declined | The customer has clicked Decline on the estimate |
| Expired | The expiry date has passed with no response from the customer |
| Converted | The estimate has been converted to an invoice |
Creating an estimate
The estimate editor is identical to the invoice editor, giving you the same line item builder, product catalog access, discount tools, and tax settings.Open the estimate editor
Go to Payments → Invoices & Estimates, click + New, and select New Estimate.
Name the estimate
Enter a descriptive name for the estimate. This name appears in your estimate list and in the email or SMS the customer receives.
Add customer information
- Click Select customer to attach a contact from your CRM.
- Add your business details using the pencil icon to pull them from your business profile.
- Set the Estimate number (auto-generated, but customizable) and Issue date.
Set an expiry date
Enter an Expiry date. After this date, the estimate automatically moves to Expired status and the customer can no longer accept or decline it. Expiry dates create urgency and keep your pipeline current.
Add line items and products
Click + Add more products to pull items from your product catalog, or enter a custom line item with a name, quantity, and price. You can:
- Edit price and quantity inline
- Add a description below each line item for additional detail
- Reorder line items by dragging
Apply discounts and taxes
From the totals area, add a discount (fixed amount or percentage) and apply any applicable tax rates. Tax rates must be created first in Payments → Payment Settings → Taxes.
Add terms and conditions
Enter your Terms & Conditions in the designated field. This is the place to outline payment terms, project scope, acceptance policies, and any legal provisions. Terms appear on the customer-facing estimate page.
Attach files (optional)
Attach supporting documents using Add attachment. You can attach up to 10 files with a combined maximum size of 20 MB. Useful for attaching scope-of-work documents, spec sheets, or portfolio samples.
Sending an estimate
Choose the delivery channel
Select Email, SMS, or both. If sending by email, you can add CC and BCC recipients.
- Review all line items, pricing, taxes, and terms
- Click Accept to approve the estimate
- Click Decline to reject it
What happens when a client accepts
When a customer clicks Accept on the estimate:- The estimate status changes to Accepted.
- You receive a notification.
- A workflow trigger fires if you have an automation set up for estimate acceptance.
- The estimate is now eligible to be converted to an invoice.
Converting an estimate to an invoice
Open the accepted estimate
Go to Payments → Invoices & Estimates → Estimates and find the estimate with Accepted status.
Convert to invoice
Click the three-dot menu and select Convert to Invoice — or open the estimate and click the Convert to Invoice button.
Review the invoice
A new invoice is created with all line items, pricing, taxes, discounts, terms, and attachments pre-filled from the estimate. Review and adjust the Due date and any other invoice-specific fields.
Converting an estimate creates a brand new invoice — it does not modify the original estimate. Both the estimate and the resulting invoice remain in your records independently.
Voiding and archiving estimates
To manage estimates you no longer need:- Void: Click the three-dot menu on any estimate and select Void. This marks it as non-collectible and removes it from active pipeline views.
- Archive: Use the three-dot menu to archive estimates you want to keep for reference without cluttering your active list.
Estimate templates
If you frequently send similar quotes — for example, a standard service package or a recurring project type — save the estimate as a template to avoid rebuilding it each time.Build the estimate
Create an estimate with all the standard line items, terms, and settings you want to reuse.
Save as template
Click the three-dot menu in the estimate editor and select Convert to Template. Give the template a descriptive name.
Estimate settings
Customize how estimates appear and are numbered by going to Payments → Invoices & Estimates → Settings → Estimate Settings.| Setting | Description |
|---|---|
| Estimate title | The heading that appears at the top of the customer-facing estimate document. Default is ESTIMATE. You can change this to QUOTE, PROPOSAL, or any custom label. |
| Estimate number prefix | A custom prefix added before the auto-generated estimate number. For example, setting the prefix to EST- produces numbers like EST-0001. |
| Default expiry period | Set a default number of days until expiry so you do not have to enter it manually on every estimate. |
Frequently asked questions
Can a client pay directly from an estimate?
Can a client pay directly from an estimate?
No. Estimates do not have a payment option. The customer can only accept or decline. Once you convert an accepted estimate to an invoice, the invoice has a payment link that the customer can use to pay.
What happens if an estimate expires?
What happens if an estimate expires?
When the expiry date passes, the estimate status changes to Expired automatically. The customer can no longer accept or decline it. The estimate link still opens but shows an expired message. You can resend the estimate (which resets it to Sent) or create a new one with a revised expiry date.
Can I have recurring estimates?
Can I have recurring estimates?
No. Estimates are one-time documents. They are not designed for recurring billing. If you need to bill a customer on a regular schedule, use Recurring Invoices under Payments → Invoices & Estimates → Recurring Invoices.
Can I convert a partial estimate to an invoice?
Can I convert a partial estimate to an invoice?
No. When you convert an estimate to an invoice, the entire estimate converts — all line items, taxes, and discounts are carried over. You cannot selectively convert individual line items. If you need to bill only part of the quoted scope, edit the resulting invoice after conversion to remove or adjust items before sending it.
Is there a way to track if the client viewed the estimate?
Is there a way to track if the client viewed the estimate?
Yes. The platform logs when the estimate link is opened. Open the estimate’s detail view to see the last-viewed timestamp. This is useful for knowing whether to follow up — if the estimate was opened but not acted upon, a personal follow-up may prompt a response.
Can I include products from my catalog in an estimate?
Can I include products from my catalog in an estimate?
Yes. The estimate editor uses the same product picker as the invoice editor. Click + Add more products and select any item from your product catalog. Pricing, descriptions, and tax settings from the product carry over automatically.
Can I attach files to an estimate?
Can I attach files to an estimate?
Yes. Use the Add attachment option in the estimate editor to attach up to 10 files with a combined size of 20 MB. Attachments are delivered to the customer along with the estimate notification and are visible on the estimate page.
Can I add payment plan details to an estimate?
Can I add payment plan details to an estimate?
Yes. You can include a payment plan on an estimate to show the customer how billing will be structured after acceptance. When converted to an invoice, the payment schedule carries over automatically.
What happens to an estimate after it is converted to an invoice?
What happens to an estimate after it is converted to an invoice?
The estimate status changes to Converted and it remains in your estimates list as a read-only record. You can open it to view the original quoted amounts and terms. The resulting invoice is independent and can be modified before sending.