Module

Estimates

Estimates help you quote work before creating a real invoice. Use an estimate to propose pricing, share terms, and get approval. Once the customer agrees, you can convert the estimate into an invoice.

Why use Estimates

  • Share a quote/proposal before committing to an invoice number and due amount.
  • Iterate with the customer (pricing, items, terms) while it’s still a quote.
  • Convert to an invoice once approved to start collections.

Estimates list (Manage)

The list page is where you manage all estimates. You can filter by status and by customer, and narrow down by date range.

Common filters
  • Draft: work-in-progress estimate not ready to send.
  • All Estimates: shows all statuses.
  • Search Customer
  • Search Status
  • From Date / To Date
Table columns
  • Status
  • Due Date
  • Date
  • Estimate number
  • Customer
  • P.O./S.O. number
  • Total
  • Actions

Use Add Estimate to create a new quote.

Create / Edit Estimate (how it works)

Creating an estimate is similar to creating an invoice: you pick a customer, add line items, and define dates and terms. The key difference is that an estimate is meant to be reviewed/approved before conversion to an invoice.

Core fields
  • Customer (required)
  • Customer Contact (optional)
  • Estimate Number (required, unique per business)
  • P.O./S.O. number (optional)
  • Estimate Date (required)
  • Due Date (required)
Line items

Each estimate must include at least one item. Items come from your Products & Services list. For each row you can set quantity, price, discount, and tax rates.

  • Use Add an item to add more rows.
  • Discounts can be fixed or percentage.
Attachments, terms, and footer
  • Attach supporting documents (PDF/images/docs/spreadsheets).
  • Use Estimate Terms for payment terms or conditions.
  • Use Estimate Footer for closing notes.
Save options
  • Save as Draft: keep editing later.
  • Save & Continue: save and proceed to the next step (typically reviewing/sending).

Validation rules (from backend)

These validations are enforced when saving an estimate. If a rule fails, the form will show an error and it won’t save.

Estimate header
  • Estimate Number: required, max 30, unique per business (type=estimate)
  • Status: optional, must be draft or unsent
  • Customer: required, must exist
  • Customer Contact: optional, must exist
  • Exchange Rate: required numeric, 0 to 999999.99
  • P.O./S.O. number: optional, max 100
  • Estimate Date: required, must match system date format, cannot be in the future
  • Due Date: required, must match system date format, must be after or equal to the invoice date
Items (product_services)
  • Items: required list (at least one item)
  • Item: required, must exist in products/services
  • Item description: optional, max 255
  • Quantity: required numeric, 0 to 99999
  • Price: required numeric, 0 to 99999.99
  • Tax rates: optional list, each tax UUID must exist
  • Discount type: optional, fixed or percentage
  • Discount: optional numeric, 0 to 99999.99 (validated by discount rule)
Terms / footer
  • Estimate Terms: optional, max 1000 characters
  • Estimate Footer: optional, max 1000 characters
Attachments
  • Attachments: optional list, max 10 files, total combined size max 5MB
  • Each attachment: pdf/jpg/jpeg/png/doc/docx/xls/xlsx/ppt/pptx, max 5MB

After you save (next steps)

  • Review the estimate and share it with the customer.
  • If the customer approves, Convert to Invoice to start billing.
  • You can also print/download the estimate as PDF for sharing.