Estimates

Overview

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

• Build estimates with multiple line item types (services, parts, labor, kits, external work)
• Generate a unique public link for each estimate that customers can view and respond to
• Customers can approve, decline, or defer individual line items -- or approve/decline everything at once
• Mark estimate rows for deposit so the garage has a suggested deposit amount ready if the estimate is later fully approved
• Create new versions when scope changes, with full version history preserved
• Send estimates via WhatsApp directly from the system
• Link estimates to specific bookings and project stages
• Convert approved estimates into bookings
• Archive estimates you no longer need

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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. When opened from a booking, the New Estimate form is hidden and the list shows only estimates linked to that booking.

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Creating an Estimate

Step 1: Select Customer and Vehicle

1. Choose the Customer from the searchable dropdown. You can search by name or phone number.
2. Select their Vehicle from the dropdown.

If the customer or vehicle does not exist yet, click the Add button next to the Customer or Vehicle label to create one inline without leaving the page. The Add Vehicle button is only available after selecting a customer.

Step 2: Link to Booking (Optional)

3. If this estimate relates to an existing booking, select it from the Booking dropdown. Only bookings matching the selected customer and vehicle appear, and completed bookings are excluded.
4. If the booking uses Project Mode, you can also select a specific Project Stage.

Step 3: Add Line Items

First choose the Primary service from your garage service list. This is the booking-level service the estimate belongs to, and you can edit its Service price directly beside the selector.

Then add Subservices / Items below it. Each line item has a type:

• Subservice -- A free-text service or work item such as "Left fender", "Front bumper", or "Stage 1 polish". You can set quantity and unit price for repeated work/items.
• Part -- Select from your inventory. The selling price and SKU are auto-filled.
• Labor -- Choose a technician (their hourly rate is shown and auto-filled) or switch to a custom rate. If your garage has brand-specific custom labor rates configured, the selected vehicle make becomes the default custom rate until you manually edit that line. Labor quantities use 0.25-hour increments (15-minute blocks).
• Kit -- Select a kit from your inventory. When applied, the kit expands into individual part line items for each non-optional component, with quantities and prices filled in automatically.
• External -- For third-party or outsourced work. Enter a description and price manually.

For each line:

1. Set the Type using the dropdown.
2. Fill in the description (or select an inventory item or technician from the dropdown).
3. Set the quantity and unit price. Subservice and part lines use whole units, while labor uses 0.25-hour increments (15-minute blocks). External lines remain single-price rows. The Primary service above the table has its own editable Service price field and is included in the estimate total automatically.
4. Use Include in deposit on any non-kit line that should count toward the suggested deposit amount.
5. Add more lines using the Add line item row button. Remove lines using the red remove icon on each row.

Step 4: Create and Send

1. Click Create estimate.
2. The estimate is created with a unique public link.
3. The estimate appears in the list below with a Ready to Send status.

If any rows are marked for deposit, the Review and submit section shows the suggested deposit total and lets you add an optional deposit note before saving.

If you want to start over before saving, click Reset next to the Create estimate button. This clears the current draft and restores the default empty estimate form.

Good to know: The Create estimate button is disabled until you have selected both a customer and a vehicle.

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Understanding Estimate Statuses

Every estimate moves through a set of statuses based on customer responses:

Status	What it means
Ready to Send	The estimate has been created but not yet sent to the customer.
Sent	The estimate has been shared with the customer via WhatsApp.
Partially Approved	The customer has responded to some line items but not all, or has approved some and declined others.
Approved	The customer has approved the estimate (all items or via "Approve all").
Declined	The customer has declined the estimate.
Superseded	A newer version of this estimate exists. The customer always sees the latest version.
Expired	The estimate has passed its validity period without a response.

Once an estimate is approved or declined, it is locked -- the customer can no longer change their decision, and all approval controls are disabled on the public page.

Booking billing note: for the standard estimate-backed deposit flow, the estimate must be fully approved before the garage can create a deposit from it. Partially approved estimates do not expose that deposit path.

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Sending Estimates to Customers

From the estimate list, click Send on a draft or expired estimate to open the Send Estimate dialog. The dialog is WhatsApp-only:

• WhatsApp -- Opens WhatsApp with a pre-filled message containing the estimate link. If the customer has no phone number on file, an inline field lets you enter and save one.

For estimates that already have a live link, the WhatsApp option is also available in the more menu (three-dot dropdown), including approved estimates, if you need to resend the link.

The customer receives a link to a public page where they can review the estimate and make their decisions. No account or login is required.

What the customer receives

The customer gets a personalized message with their name and the estimate link. The link takes them to a public page showing the full estimate details.

Phone numbers saved inline are persisted to the customer record, so they are available for future sends across invoices and estimates.

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Managing Estimates in the List

What You Will See

The estimate list shows a table with these columns:

• Estimate -- The estimate number (e.g., "#1234"), version number (e.g., "v2"), and creation date.
• Status -- A color-coded dot with the status label.
• Customer -- The customer's name.
• Total -- The formatted total amount in your garage's currency.
• Approval -- A summary of per-item approval decisions (e.g., "3 approved, 1 declined, 1 pending").

On mobile, the list switches to a card layout.

Filtering and Searching

You can filter the list by:

• Status -- Click a status chip to show only estimates in that status. Each chip shows a count.
• Only one status chip can be active at a time. Click the active chip again or use Reset Filters to return to the full list.
• Approval state -- Filter by overall approval tone: all approved, all declined, deferred, pending, or mixed.
• Scope -- Show all estimates, only booking-linked estimates, or only standalone estimates.
• Customer type -- Filter by individual or business customers.
• Search -- Free text search across estimate number, customer name, and status.

Click Reset Filters to clear all filters at once.

Row Actions

Each estimate row has a set of primary action buttons that change based on the estimate's status, plus a more menu (three-dot icon) for additional operations.

Draft / Expired estimates:

Action	What it does
Send	Opens the Send Estimate dialog to deliver via WhatsApp
Edit	Loads the estimate back into the form for editing
Open booking	Appears when the estimate is linked to a booking and opens that booking workspace

Sent / Partially Approved estimates (with live link):

Action	What it does
Open link	Opens the public estimate page in a new tab
Edit	Loads the estimate into the form for editing (creates a new version if the estimate was already sent)
Open booking	Appears when the estimate is linked to a booking and opens that booking workspace

Approved standalone estimates (no linked booking):

Action	What it does
Create Booking & Deposit	Appears when the approved standalone estimate has a suggested deposit amount. It converts the estimate into a booking, then opens the booking-linked estimate workspace with the deposit panel focused and prefilled. You still click Create deposit yourself.
Create Booking	Stays available when there is no suggested deposit amount. Converts the approved estimate into a new booking and navigates to it
Open link	Opens the public estimate page in a new tab

Approved booking-linked estimates (standard bookings):

When you open the booking workspace for a fully approved estimate, the page shows a deposit panel above the estimate list. This is where the garage can create a draft deposit invoice for that approved estimate. The public estimate page does not create deposits.

Declined estimates:

Action	What it does
Edit	Loads the estimate for revision
Send	Opens the Send Estimate dialog to re-send via WhatsApp
Open booking	Appears when the estimate is linked to a booking and opens that booking workspace

More menu (inside the three-dot dropdown):

Action	When available	What it does
Send	Live link exists	Opens the WhatsApp send dialog
Revoke link	Active link exists	Permanently disables the current share link

Below the action buttons, you will see share link metadata showing the link status (active, revoked, or expired), view count, expiry date, and last viewed date, separated by pipe characters.

Editing an Estimate

When you click Edit on an estimate:

• The estimate's details are loaded back into the estimate editor card above the list so you can revise it in place.
• This applies to both standalone estimates and booking-linked estimates shown on the Estimates page.

For estimates that have already been sent or responded to, editing creates a new version. The previous version is preserved and marked as superseded. The customer always sees the latest version.

Deposit Selection on Estimates

When building or editing an estimate, each non-kit line includes an Include in deposit button. Use it on any row that should count toward the suggested deposit amount.

In Review and submit, autoGMS totals all selected rows under Deposit. If a deposit is present, you can also add an optional deposit note before saving.

This does not create a deposit invoice by itself. It only provides the default amount when the garage later clicks Create deposit from the internal booking-linked approved estimate view.

If the estimate is approved while still standalone and it has a suggested deposit amount, autoGMS shortens the handoff by offering Create Booking & Deposit. That action still creates the booking first, then brings you back into the booking-linked estimate workspace to review the amount and click Create deposit manually.

Refreshing

Click the Refresh button in the page header to reload the estimate list. While refreshing, the existing data stays visible so you are never blocked.

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Estimate Versioning

When the scope of work changes:

1. Find the estimate in the list.
2. Click Edit on the estimate row.
3. If the estimate has already been sent or responded to, saving your changes creates a new version automatically.

Previous versions are preserved and marked as superseded. The customer always sees the latest version when they open the public link. Version numbers are displayed on each estimate (v1, v2, v3, and so on).

Good to know: For draft estimates that have not been sent yet, editing updates the existing version rather than creating a new one.

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Converting an Estimate to a Booking

When a customer approves a standalone estimate (one not already linked to a booking):

1. Find the approved estimate in the list.
2. Click the Book button.
3. A new booking is created from the estimate details.

This button only appears for approved estimates that do not already have a linked booking.

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What Your Customer Sees: The Public Estimate Page

When a customer opens the estimate link, they see a clean, professional page that works on any phone, tablet, or computer. No login or account is required.

Page Header

At the top, the customer sees:

• Your garage logo (or a placeholder icon) and garage name
• A subtitle: "Customer estimate approval"
• The estimate number, booking reference (if linked), and creation date

Estimate Details

A summary card showing:

• The estimate number and current status
• Vehicle information: year, make, model, and license plate
• The date the estimate was created

Estimate Items

Each line item is displayed with:

• The description and type (service, part, labor, etc.)
• Quantity and unit price
• The line total on the right

Below each item, the customer sees approval controls (described in the next section).

At the bottom of the items section:

• Subtotal
• Tax amount
• Total Estimate (highlighted in blue, bold)

Making Decisions on Items

For each line item, the customer has three options:

• Approve -- Accept this item.
• Hold -- Put this item on hold (no decision yet).
• Decline -- Reject this item.

The selected option is highlighted so the customer can see their choices at a glance.

On the public estimate page, the customer sees the Primary service separated from the Subservices / Items list so the booking-level service summary is clear. If the estimate includes a suggested deposit, the public page also shows the Deposit requested amount and any deposit note above the total.

Submitting Decisions

Below the items, the customer can add optional notes for the garage in a text field. Below the notes, there are three ways to submit:

• Approve all -- Approves every item at once.
• Submit item decisions -- Sends the per-item choices (approve some, hold others, decline the rest).
• Decline all -- Declines every item at once.

Notes are included with any submission.

After Submitting

Once the estimate is approved or declined:

• A confirmation message appears: "This estimate has been approved." or "This estimate has been declined."
• All approval buttons are disabled.
• The notes field is disabled.
• Each item shows a locked badge (green "Approved" or red "Declined") instead of interactive buttons.

Validity Period

Below the action buttons, the customer sees:

Estimate valid until [date]

If no expiry date is set, it displays "30 days from issue" as the default.

Contacting the Garage

At the bottom of the page, a "Need help?" section provides:

• A Call button that dials the garage directly (only shown if the garage has a phone number on file).
• A WhatsApp button that opens a pre-filled message: "Hi, I'm inquiring about the estimate for my [make] [model] ([plate])." (only shown if the garage has a phone number).

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Tips and Best Practices

• Be detailed. Include clear descriptions for each line item so customers understand exactly what they are paying for.
• Use inventory parts and kits. Selecting parts from inventory ensures accurate pricing. Kits save time by expanding into individual components automatically.
• Use labor types for transparency. Showing technician rates or custom hourly rates helps customers understand labor costs.
• Version instead of editing. When making changes, create a new version rather than starting over. This maintains a clear history and the customer always sees the latest.
• Follow up promptly. After sending an estimate, check the approval column regularly. Filter by "pending" approval to find estimates waiting for customer response.
• Use the scope filter for booking work. Filter by "booking" to see only estimates linked to active jobs, or "standalone" for quotes not yet tied to a booking.
• Convert approved estimates to bookings. When a standalone estimate is approved, use Create Booking or Create Booking & Deposit directly from the estimate row -- no need to re-enter details.

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Frequently Asked Questions

How do I send an estimate to a customer?

Create the estimate, then click Send on the estimate row in the list. In the Send dialog, open WhatsApp with the prepared estimate message. If the customer's phone number is missing, you can add it inline. The customer receives a link to the public estimate page where they can review and respond.

The customer says they cannot see the estimate.

Make sure you have clicked Create estimate (not just filled in the form). Check that the estimate has a share link by opening the ... menu and clicking Open link. If the link works for you, resend it to the customer.

How do I update an estimate that has already been sent?

Click Edit on the estimate row. Make your changes and save. Because the estimate was already sent, saving creates a new version automatically. The customer will see the latest version when they open the link. The previous version is preserved and marked as superseded.

Can I delete an estimate?

Estimates cannot be deleted to maintain audit integrity. You can archive standalone estimates to remove them from your active list, or create a new version that supersedes the old one.

What does "Partially Approved" mean?

It means the customer has responded to some line items but not all, or has approved some items and declined or deferred others. Open the estimate's public link or check the Approval column to see the breakdown.

Can the customer change their decision after approving?

No. Once an estimate is approved or declined, the decision is locked. If the scope changes, create a new version and send it to the customer.

What does "Hold" mean on the customer page?

Hold means the customer has not made a decision on that item yet. Items left on hold are tracked as pending in the system. The customer can change their choice before submitting.

How does the tax rate work?

The tax rate is pulled from your garage settings automatically and applied to the estimate total. The tax amount is shown to the customer on the public page as a separate line above the total.

What happens when I convert an estimate to a booking?

Clicking Book on an approved standalone estimate creates a new booking using the estimate's customer, vehicle, and pricing details. The estimate becomes linked to that booking.

I do not see any customers in the dropdown.

If your garage has no customers yet, an amber notice appears with a link to create a booking first. Customers are created during the booking process. Once a customer exists, they will appear in the estimate form.

Can the customer add notes when responding?

Yes. The public estimate page has an optional notes field where the customer can write a message to the garage. These notes are submitted along with their approval decisions.

Does the customer need an account?

No. The estimate link is a public page that works without any login, account, or app download.

How long is the estimate link valid?

The validity period is shown on the public page. If an expiry date is set, it displays the specific date. Otherwise, the default is 30 days from the date the estimate was issued.

What currency is used?

Estimates use your garage's configured currency. All amounts on the public page are formatted in that currency.

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Quick Reference

Action	Where to Find It
Create an estimate	Estimates page > New Estimate form > fill in details > Create estimate
Add a customer inline	New Estimate form > Add button next to Customer label
Add a vehicle inline	New Estimate form > Add button next to Vehicle label (after selecting customer)
Send via WhatsApp	Estimate list > Send button > open WhatsApp in dialog
Open public link	Estimate list > Open link button
Revoke link	Estimate list > ... menu > Revoke link
Edit an estimate	Estimate list > Edit button on the estimate row
Create a new version	Edit a sent/responded estimate (automatically creates a new version)
Convert to booking	Estimate list > Create Booking or Create Booking & Deposit on an approved standalone estimate
Archive an estimate	Estimate list > Archive button on a standalone estimate
Filter by status	Estimate list > click a status chip (Ready to Send, Sent, Approved, etc.)
Search estimates	Estimate list > type in the search bar
Refresh the list	Page header > Refresh button