Set Up Estimates

Estimates let you create professional quotes and send them to clients for review before any money changes hands. A client can accept or reject the estimate directly from the email or link you share. Once accepted, the estimate converts into an invoice with a single click, eliminating the need to re-enter line items, pricing, or customer details.

Prerequisites

Before creating your first estimate, confirm these prerequisites are in place:

A payment integration connected (navigate to Settings > Payments and verify that Stripe or PayPal is linked)
Products configured in your product catalog (navigate to Payments > Products to create products)
Business information completed (navigate to Settings > Business Profile and fill in your company name, address, phone number, and logo)
Customer contacts imported (import contacts via CSV under Contacts > Import or add them individually)
Admin or payments permissions enabled in your user role

Connect Your Payment Provider

Navigate to Payments > Integrations and verify that your payment processor is connected and active. While estimates themselves do not collect payment, connecting a processor now ensures a seamless transition when you convert estimates into invoices later.

Click Connect with Stripe or select another supported provider
Log in to your payment processor account and authorize the connection
Once connected, click Manage to verify the integration is active

For detailed connection steps, refer to the Stripe Integration guide.

Configure Business Information

Your company information appears on every estimate you send, so set it up once for consistent branding.

Navigate to Settings > Business Profile
Upload your company logo by clicking the logo area and selecting an image from your Media Library
Enter your business name, address, phone number, and email
Click Save

This information populates the header of every estimate you send, ensuring consistent branding across all documents.

Create Your Product Catalog

Set up your products and services in the product catalog before creating estimates. Having products ready means you can add them to estimates with a few clicks instead of manually typing line items each time.

Navigate to Payments > Products
Click + Create Product
Enter a product name, description, and price
Set the pricing type to One time (estimates typically use one-time products)
Add any applicable tax codes under the tax settings section
Click Save

Repeat this process for each product or service you offer. For more details, see the Products & Pricing guide.

Configure Estimate Settings

Customize global estimate settings that apply across all new estimates.

Navigate to Payments > Invoices and Estimates
Click the Estimates tab
Click the gear icon next to the New button to access settings
Upload your company logo (this appears in the header of every estimate)
Set your brand colors to match your visual identity
Configure default terms and conditions that auto-populate on every new estimate
Customize the estimate number prefix (e.g., “EST-001” or “Q-2026-001”)
Click Save

Create Your First Estimate

Now that your payment gateway, business details, products, and settings are configured, create a test estimate to verify everything works.

Navigate to Payments > Invoices and Estimates
Click the Estimates tab
Click New in the top-right corner to open the estimate builder
Search for and select an existing customer contact, or create a new test contact
Set the Estimate Number (auto-generated by default), Estimate Date, and Expiry Date
Click Add Item and select a product from your catalog or add a custom line item
Adjust the quantity, unit price, discount, and tax rate as needed
Add terms and conditions in the footer section (this supports rich text formatting)
Click Save as Draft to preserve the estimate without sending it

Review the draft estimate to confirm all details are correct, including your logo, business information, line items, tax calculations, and terms.

Send Your First Estimate

When you are ready to deliver the estimate to your client, click Send to open the delivery options.

Email Delivery

Select or confirm the recipient email address
Choose an email template from the dropdown (templates control the subject line and body text)
Click the Edit icon to customize the subject or body for this specific send
Review the preview and click Send

The client receives an email with a link to view the estimate online. From that view, they can accept, reject, or download the estimate as a PDF.

SMS Delivery

Select SMS as the delivery method
The system delivers a text message with a short link that opens the estimate in the client’s mobile browser

Click Copy Link to generate a shareable link that you can paste into any communication channel (WhatsApp, Slack, client portal, etc.)

Test Client Actions

Verify that clients can accept or reject estimates correctly.

Open the estimate link you sent to yourself
Review the estimate details on the hosted page
Click Accept to confirm the quote. Verify the estimate status changes to Accepted on your dashboard
Alternatively, click Reject and enter a rejection note. Verify the estimate status changes to Declined and the rejection notes appear on your dashboard

Convert an Estimate to an Invoice

Once a client accepts a quote, convert it into a payable invoice without re-entering any data.

Navigate to the Accepted tab on the estimates dashboard
Click the estimate you want to convert
Click Create Invoice from the action menu or from within the estimate builder
The system creates a new invoice pre-populated with all line items, quantities, prices, taxes, and customer details from the estimate
Review the invoice, set a due date, and click Send to deliver it to the client

After conversion, the estimate status changes to Invoiced, and a link between the estimate and invoice records is created for audit purposes.

Test Your Setup

Before sending estimates to real clients, verify the end-to-end workflow.

Create a test estimate using one of your products
Send the estimate to your own email address
Open the estimate link and accept the quote
Convert the accepted estimate to an invoice
Verify the invoice includes all correct details from the estimate
Send the invoice and complete a test payment using a test card number from your payment processor (in Test Mode)
Return to Payments > Transactions and verify the test payment appears in the transaction log

If the test estimate is accepted, converted to an invoice, and the payment processes successfully, your estimates system is ready for live use.

Next Steps

Now that estimates are set up, consider these enhancements:

Create estimate templates with pre-loaded line items, terms, and formatting for faster quote creation
Link estimates to opportunities to connect quoting with deal tracking and pipeline reports
Build workflow automations to send follow-up reminders for unopened or unanswered estimates
Enable the mobile app for field teams to create and send estimates on-site
Set expiry dates on all estimates to create urgency and prevent stale quotes from cluttering your pipeline

Estimates