The more you know, the further your business will go.
To create a new estimate, go to Sales -> Estimates -> Create New Estimate, or by clicking on the Build icon on the top left side and click Create Estimate
Client – Before selecting a client you must have added clients Customers->New Customer.
When selecting a customer, the customer information will be fetched directly from the customer profile you created. Another option is that you can click on the edit icon, and directly add the desired customer information, this is also applied for the billing information, as they are also fetched when selecting a customer.
If you want the billing details to be auto populated when selecting the customer, you need previously to have added Billing details in the customer profile.
Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the Estimate but in the customer profile the information will remain the same and wont be any changes in the Invoice.
Number – Number is automatically populated Eq. 001 next will be 002.
This number its fetched from Setup->Settings->Finance->Estimates – The next number is on an auto increment but you can change the next number in Setup->Settings->Finance->Estimates.
Status – By default, the draft status will be selected, you can change the status anytime you want, note that when you send the estimate to your customer, the status will be change auto to SENT.
Currency – The currency is automatically selected based on your default currency, or currency set for the selected Customer you selected previously in the customer profile. If the currency for this customer is USD it will be automatically selected and cannot be changed.
Sales Agent – You can select the sales agent for this estimate, then generate reports in Reports->Sales->Estimate Report. Note that the sales agent's full name will be shown on the estimate, if in Setup->Settings->Finance->Estimates -> Show sale agent on estimate is set to yes.
You can add Estimate items, when adding make sure you click on the blue check icon in order of the items to be added, you can also select tax options.
The items will be stored separately for each estimate and changing the items information in Sales->Items wont affect the already created estimates with specific item/s.
Admin note is only for admins/staff members.
Customer note is visible on the client side also, on the HTML estimate and PDF estimate.
You can setup terms directly in the estimate, or you can have predefined terms which will be auto populated. To setup predefined terms and conditions navigate to Setup -> Settings -> Finance -> Estimate scroll down and you can populate the fields as it fits you.
Click submit to save the estimate.
While editing/creating an estimate, the adjustment option is always available if you want to change the total amount.
Send Estimate to Email
You have the option to send this estimate to a customer which is related. Also, the PDF estimate will be attached to the email. If you want to do not attach the PDF estimate simple uncheck the checkbox Attach Estimate PDF.
After sending the estimate to the customer, if you want to send it again, there will be another email sent, because the initial estimate has already been sent. If the customer wants the estimate again, this content will be different.
Go to Setup-> Email Templates -> Estimate Already Send to Client to edit the email content when sending the estimate to your customer for second time.
By default, all contacts with permission estimate will be selected, you can adjust to your needs.
Link Estimate to a Project
1. Go to Menu -> Sales -> Estimates and click Create New Estimate
2. Select customer.
3. A drop-down with projects will be shown below the customers select field (if no projects associated with the selected customer the dropdown with projects won’t be shown)
4. Select the project
5. Configure the estimate for your needs
6. Save the estimate
7. Navigate to the project area and click on the tab Sales->Estimates, you will be able to see the newly created estimate associated with your selected project.
Converting an Estimate to an Invoice
You can easily convert the estimate to an invoice from the admin area.
Open the estimate you want to convert and on the right side click Convert to Invoice
Converting Propsal to Estimate/Invoice
To convert a proposal to an invoice or estimate, select the proposal from the table and on the right side, a convert button will be shown.
Click on the button and choose Estimate or Invoice. After you choose, a popup will be shown with the preview info, also with the parsed items, which are auto inserted to the estimate/invoice.
When you are satisfied from the result click Save.
After converting the proposal will be auto marked as accepted (if is not already marked as Accepted).
If the proposal is related with a lead which is not converted to client, you will first need to convert the lead to a client, and then get back here and convert the proposal to estimate or invoice.
Converting Customers Invoices/Estimates/Payment to ZIP
Go to the customer profile and click on the tab you want to export data eq. invoices
Select status/ or just leave it All, and click Submit. All invoices based on your selected options will be added to .zip file.
You can choose start and end date, the date is based on invoice/estimate/payment date.