Create and Send Estimates

Estimates are authoritative customer quotes. They can be drafted, sent, accepted, rejected and expired. A standard Estimate can convert to an invoice; a Project-intent Estimate creates one Project Draft on acceptance.

Permission required

Owners have full access. Managers and staff need Estimates access and access to the billing location. Conversion also requires invoice permission.

Create an estimate

Open Sales & Billing → Estimates and select Create Estimate.

Build the quote

1. Confirm Estimate Date, Valid Until, Billing Location and Place of Supply.
2. Select a customer or Walk-in Customer and review billing contact and GST details.
3. Select Add Item and choose a Service, Product or Custom line.
4. Complete quantity, rate, HSN/SAC, item discount and GST percentage as applicable.
5. Add notes, terms and any approved overall discount.
6. Review the subtotal, taxable amount, GST split, round-off and Estimated Total.
7. Save as Draft, or choose Send when it is ready for the customer.

Send and capture a decision

Open the estimate to print A4 or share it through the available WhatsApp action. Mark it Sent only when it has been delivered through the channel you used.

The customer-facing estimate link can show Accept Estimate and Reject Estimate. An authorized business user can also mark a draft or sent estimate Accepted, or mark an unconverted estimate Rejected or Expired.

After sharing, edit only to correct an agreed error and resend the updated estimate so the customer is not relying on an older total or validity date. Do not edit an accepted quote without confirming the change with the customer.

Complete the correct accepted-work hand-off

For a standard Estimate, open the accepted Estimate and select Convert or Convert to Invoice. Confirm the action, then check the resulting invoice’s customer, items, tax snapshot and amount. Conversion locks further Estimate changes.

For a Project-intent Estimate, acceptance creates one linked Project Draft. This applies whether the Estimate began directly or was generated after a Project Proposal was accepted. Review-required Project Estimates must be reviewed before send/accept. After the Project exists, whole-Estimate conversion to one invoice is blocked; create invoices from the Project’s ready billing stages.

Important information

An Estimate is not an invoice and does not record payment. Project creation also does not create an invoice. Payment must be collected and recorded through the linked invoice workflow.

Tip

Use Valid Until and clear terms to prevent ambiguity. Review past-validity estimates before acceptance or conversion.

Related guides

• Create and Manage Invoices
• Configure GST and Invoice Tax Settings
• Record Payments and Use Customer Wallet Credit
• Create a Direct, Proposal-led, or Estimate-led Project
• Manage Project Billing, Invoices, and Payments

Last reviewed: 1 August 2026