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Record the customer's decision and revise an estimate

Who can do this: Admin, Manager

By the end of this article, your sent estimate records your client's answer, accepted or declined, with a note on how they told you. Recording an acceptance also creates the invoice: the app says "Accepting this estimate will create an invoice automatically." When a sent or declined estimate needs changes, you revise it, and the app makes a new draft version for you to change and send again.

Before you start​

The estimate must be marked sent. See Send an estimate.

Steps​

To record that your client accepted the estimate:

  1. Open your estimates. On a computer or tablet, select Estimates in the sidebar. On a phone, select More at the bottom of the screen, then select Estimates.
  2. In the list, select the sent estimate.
  3. Select Record acceptance.
  4. If you want to note how the client told you, type it under How did the client communicate acceptance? (optional), for example a phone call or an email.
  5. Select Record acceptance in the box.
  6. In the Invoice created box, select View Invoice to open the new invoice, or Stay here to stay on the estimate.

To record that your client declined the estimate:

  1. Open the sent estimate, as in steps 1 and 2 above.
  2. Select Record decline.
  3. If you want to note how the client told you, type it under Note (optional).
  4. Select Record decline in the box.

To revise a sent or declined estimate:

  1. Open the estimate, as in steps 1 and 2 above.
  2. Select Revise. The new version opens.
  3. Make your changes, then select Save.
  4. When the new version is ready, send it. See Send an estimate.

What you see​

  • After you record an acceptance, the app shows "Acceptance recorded", and a box headed "Invoice created" says "An invoice was created from this acceptance. Open it now or stay on this estimate." The estimate's status reads Accepted, it shows "Recorded by" with your name and the date, and your note, and it offers View Invoice. An accepted estimate cannot be revised.
  • After you record a decline, the app shows "Decline recorded". The estimate's status reads Declined, it shows "Recorded by" with your name and the date, and your note, and it offers Revise.
  • After Revise, the app shows "Revision created". The new version is a draft with the same client, project, lines, taxes and discount. The first revision of an estimate carries the estimate's number followed by -r2. You can change it like any draft.
  • In the estimates list, the new version takes the place of the one you revised.
  • After you save the new version, the app shows "Estimate updated" and returns you to the list.

If something blocks you​

  • "Already accepted by" or "Already declined by" followed by a name, after you select Record acceptance or Record decline in the box. Someone else recorded the client's decision on this estimate while you had it open. That decision stands, and another cannot be recorded on top of it. Open the estimate again from the list to see it.
  • "This estimate was revised — open the latest version." after you select Record acceptance or Record decline in the box. Someone revised the estimate while you had it open, so this version can no longer take a decision. Open your estimates list, which shows the newest version, send that version, and record the decision on it.
  • "Source estimate already superseded by another revise" after you select Revise. Someone revised the estimate first. Open the newest version from the estimates list and make your changes there.