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Finalizing Estimates

Once you've built your estimate, it's time to review it, preview what the customer will see, and prepare it for presentation.

Reviewing Your Estimate​

Before presenting an estimate to a customer, review these key elements:

Check Totals​

Verify that totals look reasonable:

  • Area subtotals
  • Overall estimate total
  • Contingency amount (if applicable)
  • Applied discounts

Verify Coverage​

Ensure all work is included:

  • All areas are represented
  • No categories are missing
  • Quantities match your takeoff
  • No entries are accidentally duplicated

Review Pricing​

Confirm pricing is accurate:

  • Markup percentages are appropriate
  • Unit costs are current
  • Extension calculations are correct
  • Margin is acceptable for the project

Check Entry Types​

Verify entry types match the scope:

  • Install for new work
  • Demo for removal only
  • Demo & Install for replacements

Estimate Status​

Estimates have three status levels:

StatusDescriptionEditable?
DraftWork in progressYes
ActiveComplete and readyYes
SoldContract signedNo

Setting Status​

The status typically progresses naturally:

  1. New estimates start as Draft
  2. Mark as Active when ready to present
  3. Becomes Sold when associated contract is signed

Client Preview​

Preview what your customer will see before sending.

Accessing Preview​

  1. Click Preview in the estimate toolbar
  2. A preview opens showing the customer view
  3. Review the presentation
  4. Close preview when done

What Customers See​

The client view typically shows:

  • Project name and details
  • Estimate summary with total
  • Line item detail (if configured)
  • Selections and allowances
  • Terms and conditions

What Customers Don't See​

Internal information stays hidden:

  • Your costs
  • Markup percentages
  • Margin calculations
  • Internal notes (unless marked as customer-visible)

Estimate Reports​

Generate reports for internal use or customer presentation.

Summary Report​

A high-level overview of the estimate:

  • Total by area
  • Grand total
  • Basic line item list

Good for quick reviews and internal discussions.

Detailed Report​

A comprehensive breakdown:

  • Every line item with quantities
  • Cost codes and categories
  • Full pricing detail
  • Notes and specifications

Good for detailed review and job costing.

Running a Report​

  1. Click Reports in the estimate toolbar
  2. Select the report type
  3. Choose format (PDF, print, etc.)
  4. Generate the report

Primary Estimate​

When a project has multiple estimates, one is designated as Primary.

What Primary Means​

  • The primary estimate represents the current working proposal
  • It's used for project totals and reporting
  • When the project is won, the primary estimate becomes the sold estimate

Setting Primary​

  1. Open the estimate you want to make primary
  2. Click Set as Primary or find the primary toggle
  3. The previous primary is automatically unset

Multiple Estimates​

It's common to have multiple estimates on a project:

  • Original estimate - Initial pricing
  • Revised estimate - After customer feedback
  • Budget estimate - Lower cost option
  • Premium estimate - Higher end option

Only one can be primary at a time.

Marking as Won​

When a customer agrees to move forward, mark the estimate as won.

Mark as Won Workflow​

  1. Click Mark as Won on the estimate
  2. Confirm the action
  3. The estimate status changes to Sold
  4. Project sold amount is updated
  5. Project sale stage advances

What Happens When Won​

When you mark an estimate as won:

  • Estimate locks (no more edits without change order)
  • Project's Sold Amount is set to the estimate total
  • Project's Sale Stage updates to Won
  • Notifications may be sent to relevant team members
  • The estimate is linked to subsequent invoicing

Split on Win​

If only some areas of an estimate are sold:

  1. Select Mark as Won with split option
  2. Choose which areas are being sold
  3. Unsold areas are moved to a new estimate
  4. The sold portion locks as normal

This lets you close the sale while keeping unsold work available for future proposals.

Creating a Contract​

The typical next step after finalizing an estimate is creating a contract for customer signature.

Estimate to Contract Flow​

Creating the Contract​

  1. Click Create Contract from the estimate
  2. Select a contract type (usually Project Proposal)
  3. Choose a template
  4. Configure what to show from the estimate
  5. Add signees
  6. Send for signature

For detailed contract instructions, see Estimate Contracts.

What's Included​

The contract can pull from your estimate:

  • Total price
  • Line item breakdown
  • Scope of work
  • Selections
  • Payment schedule

Next Steps After Estimate​

Once your estimate is finalized:

IfThen
Ready to presentCreate a contract
Customer has questionsSchedule a review meeting
Changes requestedCreate a revised estimate
Need more optionsCreate alternative estimates
Customer ready to signSend contract for signature

Best Practices​

  • Review before sending - Always preview the customer view
  • Check the math - Verify totals make sense for the scope
  • Verify margin - Ensure profitability meets your targets
  • Document assumptions - Add notes about what's included/excluded
  • Get internal approval - Large estimates may need manager review
  • Save before presenting - Ensure all changes are saved