📄 Estimates and Quotes
Estimates Overview
Estimates (or quotes) are like price previews for your clients before they commit to buying. They help clients understand what they'll pay and give you a chance to win new business. When a client approves an estimate, you can easily convert it to an actual invoice.
Why This Matters
Without proper estimates, clients might be surprised by final prices or hesitate to do business with you. Professional estimates:
Build trust
Set clear expectations
Create a smooth path from proposal to payment
They also help you avoid scope creep and ensure both parties agree on the work and costs upfront.
Prerequisites
Client setup completed
Product/service setup completed
Step-by-Step Instructions
1. Create New Estimate
📸 Image Placeholder: Estimate creation form similar to invoice
Go to Sales → Estimates
Click "New Estimate" button
Select the client who will receive the quote
2. Set Estimate Details
📸 Image Placeholder: Estimate number and date configuration
Estimate number generates automatically
Set the estimate date (when you're creating it)
Add a reference number if needed for your tracking
3. Configure Expiration
📸 Image Placeholder: Date picker for quote validity period
Set expiration date (when the quote expires)
Payment terms calculate expiration automatically
Choose appropriate validity period (usually 30 days)
4. Add Line Items
📸 Image Placeholder: Line items with products, services, and pricing
Add products or services just like an invoice
Include quantities and unit prices
Taxes and discounts calculate automatically
5. Set Terms and Conditions
📸 Image Placeholder: Terms and conditions text area
Add payment terms and conditions
Include any special instructions or limitations
Specify what’s included and excluded
6. Send to Client
📸 Image Placeholder: Estimate status tracking and sending options
Save as draft while you’re working
Mark as Sent when you email it to the client
Track when the client views the estimate
7. Convert to Invoice
📸 Image Placeholder: One-click conversion button on approved estimates
Once client approves, click "Convert to Invoice"
All line items and details transfer automatically
A new invoice creates with the next available number
Tips and Best Practices
Set Appropriate Expiration Dates: Don’t let quotes sit open too long
Follow Up on Expiring Estimates: Contact clients before quotes expire
Use Estimate-to-Invoice Conversion: Saves time and ensures accuracy
Track Conversion Rates: Monitor how many estimates become actual business
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