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🗂️ Managing Estimates

After creating an estimate, manage it through its lifecycle — from drafting and sending, through customer response, to conversion or expiry.

📊 Status Transitions​

FromToAction
DraftSentSend estimate to customer
DraftExpiredAutomatic when validUntil date passes
SentAcceptedCustomer approves the estimate
SentRejectedCustomer declines the estimate
SentExpiredAutomatic when validUntil date passes
AcceptedConvertedToInvoiceConvert to invoice

:::info Changing status Status is changed directly in the estimates list — click the status badge on an estimate's row to open a dropdown and pick a new status (Draft, Sent, Accepted, Rejected, Expired). You don't need to open the estimate. You can also set Expired manually; the dropdown also has an ⚡ Invoice Generated option that generates an invoice. Once converted, the row shows a fixed Invoice Generated badge with no dropdown. :::

✏️ Editing an Estimate​

What Can Be Edited?​

The Edit action is available for every status except Accepted and Invoice Generated — an accepted estimate shows "Accepted estimate - can't edit" and a converted one hides the Edit button entirely.

StatusEditable?
Draft✅ All fields
Sent✅ All fields
Accepted❌ Read-only
Rejected✅ All fields
Expired✅ All fields
ConvertedToInvoice❌ Edit hidden
tip

Make all edits while the estimate is in Draft status before sending. If you need to change an estimate after sending it, edit it and resend it to the customer with an explanation of what changed.

📤 Sending an Estimate to a Customer​

  1. Review the estimate details (open View if needed)
  2. On the estimate's row, click the status badge and choose Sent
  3. Use the Print action on the row to generate the PDF
  4. Share it with the customer via email or messaging
info

Status changes are saved as part of the estimate. Setting status to Sent is your record that the customer has received it — the system does not automatically email the estimate. Send the PDF document externally.

✅ Accepting an Estimate​

When a customer agrees to your quoted price:

  1. On the estimate's row, click the status badge
  2. Choose Accepted

The estimate is marked Accepted immediately. You can generate an invoice from any non-converted estimate using the Generate Invoice action.

❌ Rejecting an Estimate​

When a customer declines:

  1. On the estimate's row, click the status badge
  2. Choose Rejected

A rejected estimate is preserved for records. If the customer reconsiders, create a new estimate — rejected estimates cannot be re-opened.

⏰ Handling Expired Estimates​

An estimate expires automatically when the validUntil date passes and its status is Draft or Sent.

To re-engage a customer after expiry:

  1. Create a new estimate (use the existing one as a reference)
  2. Update pricing if needed
  3. Set a new validUntil date
  4. Send the new estimate
warning

Expired estimates cannot be converted to invoices or accepted. Create a fresh estimate if you want to re-engage with the customer.

🗑️ Deleting an Estimate​

Estimates can be deleted from the list view using the delete action. This is permanent.

warning

Only delete estimates that were created by mistake. For business records and auditing, it is better to mark estimates as Rejected or leave them as Expired rather than deleting them.

🔍 Filtering and Searching Estimates​

From the Estimates list, you can:

  • Filter by status to see all Draft, Sent, or Accepted estimates
  • Search by customer name or estimate number
  • Sort by date

📋 Estimate List Actions​

From the list view, each estimate shows:

  • Estimate number
  • Customer name
  • Total amount
  • Status badge (click to change status)
  • Actions: View, Edit, Print, Generate Invoice, Delete

Note: For a converted estimate (Invoice Generated), the Edit, Generate Invoice and Delete actions are hidden — only View and Print remain.

📂 Related Topics​