Sending Estimates

Once an estimate is finalized, it can be sent to the client through the portal and tracked through to conversion.

Sending via Portal

1. Open the draft estimate and click Send
2. The estimate is finalized and a portal link is generated
3. The client receives a notification with a link to view the estimate
4. The status changes to Sent

Signing Link

The portal link allows the client to:

• View the full estimate with all line items and totals
• Download a PDF copy
• Accept the estimate with a digital signature
• Reject the estimate with an optional reason

The signing link remains active until the estimate expires or is withdrawn.

Tracking Responses

Accepted

When a client accepts an estimate:

• The status changes to Accepted
• A notification is sent to the estimate creator
• The estimate becomes available for conversion

Rejected

When a client rejects an estimate:

• The status changes to Rejected
• The rejection reason (if provided) is stored
• You can create a revised estimate for the same client

Expired

If the client does not respond before the expiry date:

• The status automatically changes to Expired
• You can still create a New revision of the expired estimate (see below) to re-issue it

Revising an Estimate

There are two ways to produce a new version of an existing estimate. Both create a new Draft that keeps the original estimate number with a unique revision suffix (e.g. EST20260001.2), so revisions stay grouped under the original number instead of consuming a fresh sequence number.

New revision (keep the original)

Use this when you want to draft an updated version without cancelling the current one:

1. Open a Sent, Accepted, Rejected or Expired estimate and click New revision
2. A new Draft is created as the next revision (.2, .3, …)
3. The original estimate keeps its current status and remains valid

Withdraw and revise

Use this when the current estimate should no longer be valid:

1. Open the estimate and click Withdraw
2. The signing link is deactivated and the original status changes to Withdrawn
3. A new Draft revision is created automatically

The revision number is preserved when you finalize and send the new draft — it will not be replaced by the next sequential estimate number.

Converting Accepted Estimates

Accepted estimates can be converted into downstream documents:

Convert to Invoice

1. Open the accepted estimate and click Convert to Invoice
2. An invoice is created with all line items from the estimate
3. The estimate status changes to Converted to Invoice
4. The invoice is created in Draft status for review before sending

Convert to Sales Order

1. Open the accepted estimate and click Convert to Order
2. A sales order is created with all line items from the estimate
3. The estimate status changes to Converted to Order
4. The sales order follows the standard order fulfillment workflow

In both cases, the original estimate retains a link to the created document for traceability.