Estimate Builder

Overview

How to access

• Estimates → New Estimate → /estimates/new
• Estimates → open an estimate → Edit → /estimates/:id/edit
• From a job or customer via query params (?customerId=, ?jobId=)

What you can do today

• Select or create a customer and service address.
• Enter job description; use @mentions for customers, technicians, and price book items (@pricebook adds a line immediately).
• Manage multiple options (columns) with independent line items and subtotals.
• Add lines from price book search, manual entry, or templates.
• Set tax, discount, validity date, terms, and PDF-facing copy (materials included, exclusions, change-order policy).
• Choose deposit: none, 25%, 50%, or custom amount tied to the active option subtotal.
• Run stock check for inventory-backed components before save.
• Save draft, preview totals, and send the estimate.
• Send via email + text checkbox on save—default checked/unchecked per Send to Customer (Default).
• AI Assistant panel in Pricing & line items: auto-fills title, project type, duration, payment terms, deposit, and valid-until; suggests line items with auto-apply when empty or merge when rows exist. See AI-Assisted Estimating.

Prerequisites

• estimates:create permission.
• Price book populated for fast item search (optional but recommended).
• Tax rates under Settings → Tax Rates when charging tax.
• OpenAI under Settings → Integrations for best AI Assistant results (optional—rules fallback works without it).
• Stripe + email/SMS for deposit collection after approval — see Estimate Deposits.

Step-by-step

Build a three-option estimate

1. Go to /estimates/new.
2. Pick the customer and verify the service address.
3. Add an option (e.g. Good, Better, Best) — each option has its own line items.
4. Search the price book or add manual lines per option.
5. Set the default option the customer sees first on the PDF.
6. Review totals — tax and discount modes follow business settings.
7. Under estimate details, set Require deposit (none / 25% / 50% / custom).
8. Save draft or Send when ready.

Apply a template

1. In the builder, open Templates (when available on your layout).
2. Select a saved estimate template.
3. Adjust lines and options, then save.

Use AI Assistant

1. In Step 1, scroll to Pricing & line items.
2. Type a detailed job description; use @pricebook to pin known items.
3. Review the AI Assistant panel: insights, suggested form fields, and line items.
4. If the table is empty, suggestions apply automatically; otherwise click Apply suggestions to merge.
5. Move lines between Good/Better/Best options as needed.
6. Full details: AI-Assisted Estimating.

Current limitations

• AI Assistant appears on new estimates only (/estimates/new), not on edit.
• Without OpenAI, AI Assistant uses keyword rules fallback (less flexible than full AI).
• Stock check reflects current inventory; it does not reserve parts.
• Optional line-item checkboxes on the customer PDF follow estimate option design — distinct from price book optional components (see Price Book Components).
• Garage door visual quote flows use a separate tool when your industry is garage door — see Garage Door Quote Builder.
• HVAC Comfort Proposals use a separate catalog and presentation flow when your industry is HVAC — see HVAC Comfort Proposals.

Related features

• Estimates Overview — list, detail, send, convert
• Estimate Deposits — collect deposit after approval
• AI-Assisted Estimating — @mentions, form auto-fill, G/B/B suggestions
• Garage Door Quote Builder — visual quotes for garage door businesses
• HVAC Comfort Proposals — Good/Better/Best presentations for HVAC
• HVAC Catalog — equipment and labor for Comfort Proposals
• Price Book Components — bundled parts on price book items
• Send to Customer (Default) — default notify checkbox on save