Create, send and convert an estimate

An estimate is a priced offer that is not a bill yet. You write it, send it, and your customer accepts or declines it in their customer portal. When they accept, you convert it into a draft invoice. Estimates use the same line items, totals and details as invoices, and they are numbered on their own counter.

Note: Your business type may use its own word for an estimate, such as "Quote". The estimate editor and the emails use that word. Menus, lists and the customer portal say "Estimate".

Create and send an estimate

1. Open Estimates in the sidebar and select New estimate.
2. Choose the customer. It is fixed once the draft exists.
3. Check the Estimate date and the Expiration date. If you leave the expiration date alone, it is 30 days after the estimate date.
4. Add line items. If your business type has Details, fill them in. Add a Message on estimate or Terms and conditions if you want them.
5. Select Save to keep a draft, or Save and send, then confirm in the Send this estimate? window.

You can edit an estimate only while it is a draft. If you pick an expiration date that has already passed, the window warns you that it goes out already expired and cannot be accepted.

What sending does

• The estimate gets its number, in the form EST, the year and a running count. Before that, the number reads "Assigned when sent".
• Your customer gets an email with a link to the estimate in their portal.
• It counts as one send this month. It is never blocked at your plan's limit. See What counts as a send.
• If the customer's email address is not confirmed yet, the email is still sent. A warning tells you the address is unconfirmed.
• If there is no usable email address for the customer, such as none on file or one that bounced, the estimate is numbered but not emailed. The send window tells you before you confirm.

To email the same estimate again, open it while it is waiting for an answer and select Send again. It keeps its number and does not count as another send.

How your customer answers

The customer signs in to the portal with the address you sent it to. They see the lines, total, expiration date, notes and terms. Then there are two buttons, Accept estimate and Decline. Each asks them to confirm, so an answer takes two clicks. Nothing is typed or signed.

• Only a confirmed contact of that customer can answer. An unconfirmed address cannot accept until it is confirmed.
• The answer is final. They cannot change it.
• An estimate past its expiration date cannot be accepted. A nightly check marks it Expired.
• Your Estimates list shows the new status, and the customer's name beside Accepted. Use the Awaiting answer and Accepted tabs to find them.

Convert an accepted estimate

1. In Estimates, open the actions menu on the accepted estimate and select Convert to invoice.
2. Confirm. A draft invoice opens.
3. Check it, then send it as you would any invoice.

Only an accepted estimate converts, and only once. After that the estimate shows Converted, and its menu offers Open the invoice.

The draft invoice gets the customer, currency, language, line items, details, message and terms. It does not get the estimate's dates. The invoice date and due date are set when you send it. The invoice is a new send and counts as one.

If your business has a required detail that is still empty, sending the invoice is refused until you fill it in. See Custom fields on invoices and estimates.