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Estimates Workflow

The core function of the application: creating, managing, and finalizing proposals.

Creating Estimates

Use Case Residential Project

Scenario: Kitchen Remodel (₹1,50,000)

Client "John Doe" wants a full kitchen renovation. You need to create an estimate with cabinetry, countertops, and labor, then send it for digital signature.

1. Select "Kitchen Template" 2. Add "Granite Countertop" 3. Send via Email
1

Initiate & Client Selection

Click New Estimate. In the client dropdown, search for the client.

Form Field: Client This is a live search field. It queries the local client database. Select the client to auto-fill their address.
2

Add Line Items

You can add items manually or use the Product Picker.

Room Templates

Pre-load a set of items (e.g., "Standard Bathroom") to save time.

AI Assist

Click the "Sparkles" icon to have AI write a professional product description.

3

Review & Send

Check the totals. Once approved, clicking Send emails a secure link to the client.

Note on Approvals: If the total exceeds your approval limit, the "Send" button will change to "Request Approval". The estimate cannot be sent until a supervisor approves it.

Digital Signatures

Clients receive a secure link to view the proposal. They can sign directly on their phone or computer.

  • Validity: The signature is captured with a timestamp and IP address for audit trails.
  • Automation: Once signed, the status changes to "Accepted" automatically.
  • PDF: A finalized PDF with the signature is generated and stored.

Client Interaction Portal

When you send an estimate, the client receives a secure link to a dedicated portal. This portal allows for real-time collaboration and feedback.

Comments & Feedback

Clients can click the comment icon next to any specific line item or use the general comments section at the bottom.

  • Ask clarifying questions about specific products.
  • Negotiate prices or quantities.
  • You receive real-time notifications for new comments.

Request for Changes

Instead of accepting, a client can choose to "Decline Estimate". This triggers a mandatory "Reason" field.

  • Acts as a formal "Request for Changes" workflow.
  • The status updates to "Declined" in your dashboard.
  • You can review their reason (e.g., "Too expensive", "Change color") and create a new version.

Estimate Versioning

To maintain a clear history of negotiations, never overwrite a sent estimate. Instead, create a new version.

1

Create New Version

Open any specific estimate and look for the "Create Version" button (often available after a decline or request for changes).

2

Automatic Numbering

The system automatically generates a version number suffix (e.g., EST-1001-v2). This keeps the original EST-1001 intact for record-keeping.

3

Version History

You can easily toggle between past versions to see what changed or restore an older proposal if the client changes their mind.

Version Control Tips

  • Always create a new version for major price changes.
  • Use comments to explain why a new version was created.
  • Only the "Current Version" is viewable by the client link.