Estimates

A priced document you send a customer before the work is agreed: what you would charge, for what, if they say yes.

When you would use this: whenever a customer needs a price in writing before you invoice them.

Two views: the list, with a count for each status and filters to match; and the Board, the same estimates as columns by status, for a pipeline view of what is outstanding.

Statuses: Draft, while you are still working on it; Sent, once it is in front of the customer; then Accepted or Declined, which is the customer's own act in their portal — nothing on your side accepts or declines for them. Expired is not something anyone sets: an estimate past its expiry date reads as expired automatically, but only up to the moment it is accepted — an estimate the customer accepts today is accepted, even on its last day.

Drafting one: choose the customer, a currency, dates, a reference, and add line items — description, quantity, rate, tax, and an optional discount on that line specifically. Internal notes stay with your team; terms and any note to the customer are what they see.

Sending: freezes the lines, dates and terms — a sent estimate is not edited in place. It goes to the customer's primary contact.

Once accepted: "Convert to invoice" raises a draft invoice with the same lines, discount and terms already on it — nothing is billed until you send that invoice separately. Converting needs the capability for writing invoices, not just estimates, since putting money in front of a customer is treated as its own authority.

A narrower view: a role with only its own estimates sees the same screens scoped to the ones assigned to it.

When it refuses: no Estimates item in your menu means your firm has not switched quoting on, or you lack the permission — ask an Owner or Admin.