The Full Estimate Lifecycle

Overview of the Estimate Lifecycle

An estimate moves through these stages:

Draft → Sent → Viewed → Approved / Revision Requested / Declined → (if Approved) Converted to Job → Invoiced → Paid

Understanding each stage helps you track outstanding estimates and follow up at the right moment.

Stage 1: Draft

A draft estimate is visible only to your team. Use this stage to build out the scope and pricing before it goes to the customer. You can save partial estimates and return to them.

To create a draft: tap + → New Estimate → fill in details → Save as Draft.

Stage 2: Sent

When you're ready to send:

1. Open the draft estimate.
2. Review line items, totals, and the "Valid until" date.
3. Tap Send to Customer.
4. Choose the channel: Email (PDF attachment + approval link), SMS (link only), or Print (for in-person handover).

The status changes to Sent and the customer receives the estimate.

Stage 3: Viewed

When the customer opens the email or taps the link, the status automatically updates to Viewed and you receive a notification. This is your signal to follow up if they don't respond within a day or two.

Stage 4: Customer Response

The customer can respond in three ways from the approval page:

Approve: One tap. You receive a notification immediately. The estimate status changes to Approved.

Request Changes: The customer leaves a comment describing what they'd like adjusted. You're notified and can revise the estimate (see below).

Decline: The estimate is closed. You're notified. The status changes to Declined and the estimate is archived.

Revising an Estimate

When a customer requests changes:

1. Open the estimate → tap Revise.
2. Make the requested changes.
3. Tap Resend to Customer.

A new version is created (V2, V3, etc.). The customer sees the updated estimate with a note that it's been revised. Previous versions remain visible for reference.

Stage 5: Converting to a Job

After approval:

1. Open the approved estimate → tap Convert to Job.
2. Set the scheduled date, time, and assign a technician.
3. Tap Create Job.

All line items, photos, and notes from the estimate carry over to the job automatically. The job is linked to the estimate so you can trace the paper trail from first quote to final payment.

Stage 6: Invoicing the Job

After the job is completed, the estimate line items are already pre-loaded — creating the invoice takes seconds. See Creating an Invoice from a Completed Job for the full invoicing workflow.

Tracking Estimate Conversion Rate

In Billing → Estimates → Analytics, you can see your estimate conversion rate — the percentage of sent estimates that result in a booked job. Industry average is 60–70%. If yours is lower, review your pricing, response time, and estimate presentation.