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Estimates

Overview​

The Estimates feature lets you create detailed, itemised cost estimates for customers before work begins. Estimates can include service charges, parts, labor, and external services. Key capabilities:

  • Build estimates with multiple line item types (services, parts, labor, external work)
  • Generate a unique public link for each estimate that customers can view
  • Customers can approve or decline individual line items
  • Create new versions when scope changes
  • Send estimates via email or WhatsApp directly from the system
  • Link estimates to specific bookings and project stages

How to Access Estimates​

  1. Navigate to the sidebar and click Estimates under your garage.
  2. You will see the Estimates page with two sections:
    • New Estimate form at the top for creating estimates.
    • Estimate List below showing all existing estimates.

You can also access estimates from a booking detail page using the booking filter.

Creating an Estimate​

Step 1: Select Customer and Vehicle​

  1. Choose the Customer from the dropdown.
  2. Select their Vehicle.
  1. If this estimate relates to an existing booking, select it from the Booking dropdown.
  2. If the booking uses Project Mode, you can also select a specific Project Stage.

Step 3: Add Line Items​

Each line item has a type:

  • Service -- A service charge with description and price.
  • Part -- Select from your inventory. The selling price is auto-filled.
  • Labor -- Choose a technician (their hourly rate is used) or enter a custom rate.
  • External -- For third-party work.

For each line:

  1. Set the Type using the dropdown.
  2. Fill in the description (or select an inventory item / technician).
  3. Set the quantity and unit price.
  4. Add more lines using the Add buttons.

Step 4: Create and Send​

  1. Click Create estimate.
  2. The estimate is created and a public link is automatically generated.
  3. The estimate appears in the list below.

Sending Estimates to Customers​

From the estimate list, you can send each estimate via:

  • Email -- Opens your email client with a pre-filled message containing the estimate link.
  • WhatsApp -- Opens WhatsApp with a message template and the estimate link.

The customer receives a link to a public page where they can review the estimate and approve or decline individual items.

Estimate Versioning​

When the scope of work changes:

  1. Find the estimate in the list.
  2. Click New Version.
  3. A new version is created with the same details, which you can then modify.

Previous versions are preserved, and the customer always sees the latest version via the public link.

Public Estimate Page​

Click Open Public Link on any estimate to see what the customer sees. The public page shows:

  • All line items with descriptions, quantities, and prices.
  • Approval controls for each item (approve, decline, or defer).
  • Total estimate amount.

Customers do not need an account to view or approve estimates.

Tips & Best Practices​

  • Be detailed. Include clear descriptions for each line item so customers understand exactly what they are paying for.
  • Use inventory parts. Selecting parts from inventory ensures accurate pricing and helps track stock usage.
  • Version instead of editing. When making changes, create a new version rather than deleting the old estimate. This maintains a clear history.
  • Follow up promptly. After sending an estimate, check the approval status regularly and follow up with customers who have not responded.

Troubleshooting​

Q: The customer says they cannot see the estimate. A: Make sure you have clicked Create estimate (not just filled in the form). Check that the estimate has a share token by clicking Open Public Link. If the link works for you, resend it to the customer.

Q: How do I update an estimate that has already been sent? A: Click New Version to create an updated version. The customer will automatically see the latest version when they open the link.

Q: Can I delete an estimate? A: Estimates cannot be deleted to maintain audit integrity. You can create a new version that supersedes the old one.