{"id":3269,"date":"2023-08-31T07:33:57","date_gmt":"2023-08-31T07:33:57","guid":{"rendered":"https:\/\/sallythings.co.za\/help\/?post_type=kbx_knowledgebase&p=3269"},"modified":"2023-08-31T07:57:11","modified_gmt":"2023-08-31T07:57:11","slug":"office-estimates","status":"publish","type":"kbx_knowledgebase","link":"https:\/\/sallythings.co.za\/help\/sally-help\/office-estimates\/","title":{"rendered":"OFFICE: Estimates"},"content":{"rendered":"

What is an Estimate?<\/strong><\/p>\n

An\u00a0Estimate\u00a0<\/strong>is a preliminary Invoice. You send your Contact an Estimate for approval. If they accept you can automatically convert it into an\u00a0Invoice<\/strong>.<\/p>\n

IMPORTANT: Any Estimates created will be based on the Time Zone specified in your Company\/Profile Settings, not the individual Profile Settings of the user creating it.<\/p>\n

\u00a0to learn about Company\/Profile Settings<\/em><\/p>\n

How do I create an Estimate?<\/strong><\/p>\n

To get started, navigate to\u00a0Office > Estimates<\/strong>. Click the\u00a0+Add Estimate<\/strong>\u00a0button.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/6202a55a025ca67522c790ca\/file-gzOn97koEw.png\"<\/p>\n

Fill out the fields to produce your\u00a0Estimate<\/strong>.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/635bfb8773d6a22819f07519\/file-GZ7jmW35TM.png\"Assign User(s):<\/strong>\u00a0Choose the Contact who will be sent the Estimate for approval. You can select multiple Contacts; a unique Estimate will be generated for each.<\/p>\n

You can duplicate the Estimate for multiple Contacts. If the checkbox is checked you will be prompted to assign the Estimate to a\u00a0Circle(s)<\/strong>\u00a0in addition to the User(s) you have selected. Like individual users, you can select multiple Circles.<\/p>\n

Title:<\/strong>\u00a0A name for the Estimate; the Contact WILL be able to see this title.<\/p>\n

Valid Until:<\/strong>\u00a0The final date that the Estimate can still be approved. The Estimate will expire the following day.<\/p>\n

TIP: If the Estimate is not approved by the\u00a0Valid To<\/strong>\u00a0date it will expire. To resend your expired Estimate you must first update the “Valid To” date.<\/p>\n

Converted Invoice Relative Due Date:<\/strong>\u00a0The amount of days until the Invoice is due after the Estimate is converted. For example: if you put 5 in this field and convert the Estimate the Invoice will be due 5 days after the day it was converted. So if you converted the Estimate on the 20th the Invoice would be due on the 25th. But if you don’t convert the Estimate until the 24th the Invoice won’t be due until the 29th.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/5f69e6e5cff47e00168f90dd\/file-uWg1Plsgzh.png\"Internal Notes<\/strong>\u00a0cannot be seen by the Contact and is for Staff reference only.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/605b212d0ad05379b10d029e\/file-TzlLoU4lrs.png\"<\/p>\n

You can add the\u00a0Items\u00a0<\/strong>to be billed, as well as apply\u00a0Discounts<\/strong>,\u00a0Taxes<\/strong>, and\u00a0Subscription Plans<\/strong>. Select pre-made components from the respective dropdown menus or you can create new ones to add by clicking the\u00a0+Add New<\/strong>\u00a0buttons.<\/p>\n

A\u00a0Summary<\/strong>\u00a0module will update in real-time as you make your selections.<\/p>\n

\u00a0to learn more about Items, Discounts, and Taxes<\/em><\/p>\n

\u00a0to learn about Subscription Plans<\/em><\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/6149ffca0332cb5b9e9ac776\/file-z66K3KryKG.png\"<\/strong><\/p>\n

Currency:<\/strong>\u00a0Choose the Currency your Estimate will appear in.<\/p>\n

Allow Partial Payment:<\/strong>\u00a0This will allow a partial payment on the converted Invoice.<\/p>\n

Disable Online Payments:<\/strong>\u00a0When enabled, the Client will not have an option to pay online when an Open Invoice is generated. This will be applied automatically if you do not have a Gateway set up.<\/p>\n

Use a third-party link to payment:<\/strong>\u00a0You can set a custom third-party link for payment.\u00a0Note: Payment will not be tracked and will need to be recorded manually.<\/em><\/p>\n

Available Gateway(s):<\/strong>\u00a0You can select multiple Gateways that you have created. A Gateway is required for the Contact to pay online.<\/p>\n

to learn more about Payment Gateways<\/em><\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/614a00200754e74465f12413\/file-ZLohonXFVN.png\"<\/p>\n

Custom Fields:<\/strong>\u00a0Any Invoice Custom Fields you create will show here. Check the box to include the field on the Invoice.<\/p>\n

\u00a0to learn about Invoice Custom Fields<\/em><\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/628266918c9b58508348a0a4\/file-XzNBXQNfRI.png\"<\/p>\n

You can assign\u00a0Automations\u00a0<\/strong>to trigger when the Invoice is converted into an Invoice.<\/p>\n

By default, the Automation\u00a0Convert to Client<\/strong>\u00a0will automatically trigger.<\/p>\n

\u00a0to learn about Automations<\/em><\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/614a005e00c03d672075907c\/file-z4G9UZqqbr.png\"<\/p>\n

The\u00a0Estimate Number<\/strong>\u00a0will be auto-generated in the field, or you can rename it to anything you’d like.<\/p>\n

You can also choose to automatically generate the Invoice once the Estimate is approved. If unchecked, an approved Estimate will need to manually be converted into an Invoice.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/614a007e12c07c18afdd60dc\/file-yxbwy1sEF5.png\"<\/p>\n

You can send an email notification to the Contact when the Estimate is saved in Open status, and when the Invoice has been generated.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/5f69ec3c4cedfd00173ba503\/file-mRK7zrwzEC.png\"<\/p>\n

You can fill in\u00a0Terms & Conditions<\/strong>\u00a0and any additional\u00a0Notes\u00a0<\/strong>that will be visible to your Contact on the Estimate.<\/p>\n

If you have entered text for these areas in the\u00a0Estimate Settings<\/strong>, they will auto-fill here.<\/p>\n

to learn more about Estimate Settings<\/em><\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/6255a55508782438804a5422\/file-vUfT9BROWw.png\"<\/strong><\/p>\n

Attach Files:<\/strong>\u00a0You can select File(s) or drag and drop them into the File Attachment box.<\/p>\n

\u00a0for more info on File Attachments<\/em><\/p>\n

Once you are finished creating your Estimate, you can either\u00a0Save as Open<\/strong>\u00a0or\u00a0Save as Draft<\/strong>.<\/p>\n

Saving the Estimate as\u00a0Open\u00a0<\/strong>will make it active; it will appear under\u00a0Billing > Estimates<\/strong>\u00a0for the Contact(s) that it has been assigned to. Saving it as a\u00a0Draft\u00a0<\/strong>will save the creation process but will not be visible to the Contact yet.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/639a09c3ce7c3c61d800be94\/file-jU94BWJbfa.png\"<\/p>\n

Organization Address:<\/strong>\u00a0This is info pertaining to your company.<\/p>\n

“Bill To” Name:<\/strong>\u00a0This is who the Estimate is assigned to.<\/p>\n

“Bill To” Address:<\/strong>\u00a0This is the address of who the Estimate is assigned to.<\/p>\n

You can make use of the available placeholders to populate the correct information.\u00a0If these settings are blank the Estimate will use the default global Estimate settings.<\/p>\n

\u00a0for more info on Global Estimate Settings<\/em><\/p>\n

Can I further customize my Estimate?<\/strong><\/p>\n

Yes! You can add your logo, add a default prefix, and other customizations to your\u00a0Estimate<\/strong>.<\/p>\n

for more information on Estimate Settings<\/em><\/p>\n

What happens next?<\/strong><\/p>\n

Your Contact will be able to access the Estimate by navigating to\u00a0Office > Estimates<\/strong>.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/6202a4ec39e5d05141b678a2\/file-aRAFBCiEZR.png\"<\/p>\n

They can then\u00a0View<\/strong>\u00a0the Estimate by clicking on the name of the Estimate. Alternatively, they can use the\u00a0Options<\/strong>\u00a0menu button to interact with the Estimate.<\/p>\n

\"https:\/\/d33v4339jhl8k0.cloudfront.net\/docs\/assets\/5c7ef84204286350d088abbb\/images\/5f69f1954cedfd0017636e99\/file-b38rAgN6F0.png\"<\/p>\n

If they would like to approve it, they can click the\u00a0Approve<\/strong>\u00a0button located at the top left-hand corner.<\/p>\n

Once approved, the Estimate will be available to convert into an\u00a0Invoice<\/strong>\u00a0(or will automatically be converted into an Invoice if specified).<\/p>\n

Once converted, it will be listed under\u00a0Office > Invoice<\/strong>\u00a0for both the Admin side and the Contact. The Contact will then have the option to make a payment, just like any other Invoice.<\/p>\n

TIP: If no discounts are included in the Estimate, the “Discount” column will not be shown.<\/p>\n","protected":false},"excerpt":{"rendered":"

What is an Estimate? An\u00a0Estimate\u00a0is a preliminary Invoice. You send your Contact an Estimate for approval. If they accept you can automatically convert it into an\u00a0Invoice. IMPORTANT: Any Estimates created will be based on the Time Zone specified in your Company\/Profile Settings, not the individual Profile Settings of the user creating it. \u00a0to learn about […]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"comment_status":"open","ping_status":"closed","template":"","kbx_category":[22,40],"kbx_tag":[],"class_list":["post-3269","kbx_knowledgebase","type-kbx_knowledgebase","status-publish","hentry","kbx_category-office-subscriptions","kbx_category-default-section"],"_links":{"self":[{"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/kbx_knowledgebase\/3269","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/kbx_knowledgebase"}],"about":[{"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/types\/kbx_knowledgebase"}],"author":[{"embeddable":true,"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/comments?post=3269"}],"version-history":[{"count":1,"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/kbx_knowledgebase\/3269\/revisions"}],"predecessor-version":[{"id":3284,"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/kbx_knowledgebase\/3269\/revisions\/3284"}],"wp:attachment":[{"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/media?parent=3269"}],"wp:term":[{"taxonomy":"kbx_category","embeddable":true,"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/kbx_category?post=3269"},{"taxonomy":"kbx_tag","embeddable":true,"href":"https:\/\/sallythings.co.za\/help\/wp-json\/wp\/v2\/kbx_tag?post=3269"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}