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Kuberan AI Help

Estimates

Open Estimates

Overview

Estimates (also known as quotes or proposals) allow the client’s business to communicate pricing to prospective customers before work begins. An estimate is not a binding financial transaction and does not create journal entries — it becomes financially significant only when converted to an invoice. Estimates track acceptance and expiry status, and a single estimate can be converted to an invoice once the customer approves the quoted work. The estimate editor shares the same line item structure as the invoice editor, making conversion seamless.

Estimates list showing estimate number, customer, issue date, expiry date, amount, and status columns
The Estimates list with status filter tabs and convert-to-invoice action.
  1. (1) Status filter tabs — All, Draft, Sent, Accepted, Declined, Expired
  2. (2) Create Estimate button — opens the estimate editor
  3. (3) Expiry Date column — date after which the quote is no longer valid
  4. (4) Status badge — lifecycle stage of the estimate
  5. (5) Convert to Invoice action — creates an invoice from an accepted estimate

Screen Layout

Toolbar (top): Status filter tabs, search field, date range picker, and Create Estimate button.

Estimates table (centre): Columns: Estimate #, Customer, Issue Date, Expiry Date, Amount, Status, and Actions.

Estimate Statuses

StatusColourMeaning
DraftGreyCreated but not yet sent to the customer
SentBlueEmailed to the customer; awaiting response
AcceptedGreenCustomer has agreed to the quoted price
DeclinedRedCustomer has declined the estimate
ExpiredSlateExpiry date has passed without a customer response

UI Elements

Toolbar

Status Tabs

Filter estimates by lifecycle status. The Expired status is applied automatically when the current date passes the estimate’s expiry date without acceptance.

Search

Search by estimate number, customer name, or estimate title.

Date Range

Filter by issue date or expiry date. Use the toggle to switch between the two fields.

Create Estimate

Opens the estimate creation form.

Table Columns

Estimate #

Auto-incremented estimate number (e.g., EST-0018). Clicking the number opens the estimate detail view.

Customer

The customer this estimate was prepared for.

Issue Date

The date the estimate was created.

Expiry Date

The date after which the quoted prices are no longer guaranteed. Shown in red once past. Set at creation; default is 30 days from the issue date, configurable in Settings.

Amount

The total estimated amount including GST/HST.

Actions

Per-row actions: View / Edit (Draft only), Send, Mark as Accepted, Mark as Declined, Convert to Invoice, Duplicate, Download PDF, Delete.

Actions

Create an Estimate

  1. Click Create Estimate. The estimate editor opens, which mirrors the invoice editor.
  2. Select the Customer.
  3. Set the Issue Date and Expiry Date.
  4. Add an optional Estimate Title or Project Description that will appear on the document.
  5. Add line items: select Items or enter custom descriptions, with quantity, unit price, and tax code. GST/HST is calculated automatically.
  6. Add any Notes or Terms visible to the customer.
  7. Click Save as Draft or Save & Send to email immediately.

Send an Estimate

  1. Click ⋯ → Send on a Draft estimate, or use Save & Send from the editor.
  2. Review the recipient address, subject, and email body in the Send Estimate dialogue.
  3. Click Send. The status changes to Sent. The customer receives a link to view the estimate in the client portal, where they can click Accept or Decline.

Mark as Accepted or Declined

If the customer communicates acceptance or declination outside the portal (for example, by phone or email), you can update the status manually.

  1. Click ⋯ → Mark as Accepted or ⋯ → Mark as Declined on the estimate row.
  2. The status badge updates immediately. Accepted estimates can then be converted to an invoice.

Convert an Estimate to an Invoice

  1. Click ⋯ → Convert to Invoice on an Accepted (or Sent) estimate.
  2. The invoice editor opens with all line items, customer, and amounts pre-populated from the estimate.
  3. Review and adjust the Invoice Date and Due Date as needed.
  4. Click Save as Draft or Save & Send. A link between the estimate and invoice is maintained; the estimate detail view shows the linked invoice number.

Duplicate an Estimate

Use Duplicate to create a new estimate based on an existing one — useful for re-quoting similar work for a different customer or a new project period.

  1. Click ⋯ → Duplicate on the estimate row.
  2. A new Draft estimate is created with the same line items. The customer, dates, and estimate number are reset.
  3. Edit as needed and save.

Delete an Estimate

Estimates can be deleted at any lifecycle stage because they do not create journal entries. Deleting a Sent estimate does not notify the customer.

  1. Click ⋯ → Delete on the estimate row.
  2. Confirm in the dialogue. The estimate is removed permanently.
  • Invoices — Convert accepted estimates to billable invoices
  • Customers — Manage customer records and contact details
  • Items — Products and services used on estimate line items