Estimates are quotes provided for Customers to help them understand products and pricing. No payment is taken at this stage. This is primarily for the customer's information as they progress through the lifecycle of an order.
Table of Contents
- Estimates
- Estimate Information
- Estimate Details
- Line Items Tab
- Purchase Orders Tab
- Destinations Tab
- Pricing Bar
- Roles
- Billing Address
Estimates
Navigate to Sales / Estimates.
The Estimates list shows saved Estimates.
a. A Search box to find estimates by number, customer, or other criteria.
b. The Estimate button is used to create a new estimate.
c. Toggle Insights Panel - This side panel includes information such as Oldest Pending, Estimates created in the last month or week, and Recently Modified Estimates.
d. Settings icon to choose which columns are displayed.
e. Estimate Number – Unique ID for the estimate (e.g., EST-1407). Numbering and prefixes can be configured in Settings / Sales / Numbering Options or in Settings / Business Settings under Record Prefixes.
f. Customer – The contact and company (or personal account) the estimate is for.
g. Description – A short summary of what the estimate contains.
h. Salesperson – The employee assigned to the estimate.
i. Click a row or the Estimate number to open an existing Estimate.
Estimate Information
When you open an estimate, the estimate page shows key information at the top or in a side panel, along with tabs for Line Items, Purchase Orders, and Destinations.
a. Clicking the Estimate number allows you to see more details such as when it was created and last edited.
b. The Tasks button allows you to create a Task specifically associated with this Estimate.
c. The Chat button allows you to log internal communication regarding this Estimate. Comments are typically saved manually and can be marked important or not important. If you leave without saving, a confirmation may prompt you to save your changes.
d. The Export button allows you to select from options such as Invoice, Work Order, Packing Slip, or Receipt.
e. The Email button opens a pop-up with a fillable Email Template.
f. Files allow you to upload and manage Files associated with this Estimate.
g. More actions include options such as Create Credit Memo, Clone, and Void.
f. Payment terms – The terms that will apply if the estimate becomes an order.
g. Status – Workflow status (e.g., Awaiting Approval). Use the status dropdown to change it when allowed.
h. Balance and Pay – For estimates, payment is typically not taken until the estimate is converted to an order; the balance or total may still be shown for reference.
i. Observers – Employees set to observe or track progress on the estimate.
j. Billing address – The billing address for the estimate.
Estimate Details
Estimate details show as a brief summary. For more information, or to edit the details, click on the Estimate Details widget or on the Edit Icon.
a. Customer – Company and contact; each may be a link that opens the company or contact page.
b. Description – What the estimate contains (customer-visible).
c. Customer PO# - This is a document issued by your Customer authorizing the purchase of goods or services from your business. It typically includes the items being ordered, agreed pricing, and payment terms, and serves as formal approval to proceed with the work.
d. Origination – How the customer found you (from the CRM list).
e. Salesperson – The Employee assigned to the Estimate.
f. Location(s) – Sales and production location when applicable.
Line Items Tab
The Line Items tab lists the products and services on the estimate. Each line item can be an assembly, labor, material, quick product, or other component configured in your system.
a. Add Line Item– Adds a product or service. Choose the type of item (e.g., assembly, labor, material, quick product), select the specific item, and add it to the estimate.
b. The Clipboard icon (when available) allows you to paste line items from the clipboard if you have copied items from another order or estimate.
c. The Bill of Materials will show you a breakdown of Cost and Price.
d. The line items list shows each item with description, status, quantity, and price. You can edit, reorder, or remove line items when the estimate is editable.
e. The Order Totals (or Pricing Bar) panel updates with the line items total, which feeds into the subtotal and total.
Purchase Orders Tab
The Purchase Orders tab shows vendor purchase orders linked to this Estimate. These are orders for goods or services that need to be purchased from a vendor to fulfill the estimate once it becomes an order.
a. The list may display columns such as PO (purchase order number), Status, Vendor, and Total. If there are no vendor purchase orders yet, the list will indicate that.
b. Use the add button in this tab to create a new vendor purchase order for this estimate when the option is available.
Destinations Tab
The Destinations tab shows how the product will be delivered or transported to the customer (e.g., pickup, ship). Destinations represent delivery or workflow stages. Destination status on an estimate typically cannot be progressed until the Estimate is converted to an Order.
a. The tab may show destination types, due dates, and status. You can edit destination dates when the estimate is editable using the edit controls (e.g., pencil icon).
b. A Total for destinations (e.g., shipping cost) may appear and is included in the estimate totals.
Pricing Bar
The Pricing Bar (or Order Totals / Estimate Totals section) shows the pricing breakdown for the estimate. It may be in a side panel or below the tabs and can often be expanded.
a. Click this button to accept a Payment for this Estimate.
b. Click this button to view a History of any previous payments associated with this Estimate.
a. Line Items – Total for all line items.
b. Destinations – Total for destination fees (e.g., shipping).
c. Order Fees – Any fees applied to the estimate. Click to edit when the estimate is editable.
d. Order Discount – Discount (percentage or amount). Click to edit when the estimate is editable.
e. Subtotal – Total before tax (after discount and fees).
f. Tax – The amount of tax based on your settings. Click to view or edit tax when applicable.
g. Total – Total amount for the estimate.
Note: To convert the Estimate to an Order, use the Status dropdown to select Approved.
Roles
Use the dropdown menus to select the employees to associate to the respective roles for this Estimate.
Billing Address
Any Billing Addresses for this customer will be listed here.