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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

Status transitions to Expired happen automatically based on the validUntil date. You do not need to manually expire an estimate.

✏️ Editing an Estimate​

What Can Be Edited?​

StatusEditable?
Draft✅ All fields
Sent✅ All fields
Accepted❌ Read-only
Rejected❌ Read-only
Expired❌ Read-only
ConvertedToInvoice❌ Read-only
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 (the system allows edits to Sent estimates) and resend it to the customer with an explanation of what changed.

📤 Sending an Estimate to a Customer​

  1. Open the estimate from the list
  2. Review all details — items, validity date, terms
  3. Change status to Sent
  4. Save the estimate
  5. Use the Print / Download PDF button to generate the document
  6. Share 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. Open the estimate
  2. Change status to Accepted
  3. Save

Once accepted, the "Convert to Invoice" button becomes available.

❌ Rejecting an Estimate​

When a customer declines:

  1. Open the estimate
  2. Change status to Rejected
  3. Optionally add a note about the reason
  4. Save

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
  • Actions: View, Edit, Delete

📂 Related Topics​