With Elorus, you have the ability to issue estimates to your clients, by following the same process with issuing invoices. (See related article). It is worth mentioning, however, that while the adding process as well as the management options available are similar to the ones of the invoice, the estimate provides with special functionalities to accommodate your offerings toward clients.
Estimate status and email
While an estimate is in a draft state you can edit it. In case you click on the "PDF" button, the system will display the following message:
This happened because the estimate might not be in its final form and the system attempts to deter you from handing it to your customer.
In many cases, the user who created estimates is not the same person who's responsible for sending them to the customers. Furthermore, if you attempt to email it, Elorus will display the following message:
Estimates have several useful functionalities that we'll discuss in this article.
When an estimate is in an "Issued" state, this means that it is official and ready to be sent to your client. As soon as your client accepts the estimate, you have the ability to convert it into an Invoice by the press of a button.
From the estimate's preview page, select "(...)-> Create Invoice" and Elorus will automatically create the related document, according to the default document type you have chosen for the sales documents (Invoice, Receipt etc).
The sales document will be then found inside the "Invoices" page, in a draft state, so you can edit it or send it via email.
Finally, observe how "the estimate has been invoiced" appears as a link on the document issuing information. By pressing it, you are being transferred to the invoice's preview page, to save time.
Νote: You can easily create Shipping notes and Proforma invoices via the Estimates menu. Click here for instructions.
From the list of Estimates you may select one or more of them to create an invoice, with one single action. Especially useful if estimates typically precede invoices in your business.
You can get all related information in this view: from the status column, we can see whether an estimate has been accepted or not (yet). If accepted, it can be one included in the bulk action, unless a related invoice is already present.
In the example above, we can see that three of the latest estimates have been accepted by your client. From these, two (#7 and #10) have yet to be invoiced. Therefore, they are selected before clicking "Actions-> Invoice selected".
Accepting / Rejecting estimates
Inside every estimate's preview page, you have the option of changing its status depending on whether the customer has accepted or rejected it.
From the (...) button, provided the estimated is in "issued" state, you can select "Mark as accepted" or "Mark as rejected".
Accepting/ rejecting an estimate through the client portal (client action needed)
Through the client portal and the permalink of each estimate, the customer has the option of rejecting or accepting it.
If they click on an estimate through the client portal or the link you sent them via email, they will see the following options at the top of their screen:
- By clicking on "Accept", provided that the client agrees to the estimate, a window is displayed in which they can, optionally, leave a comment (for example, delivery in 15 days).
Once they click on "Accept", the status of the estimate will change to "Accepted" and you will receive an email reading "Customer [Name] has accepted Estimate # 2. The comment was: Delivery in 15 days"
Also, in the list of estimates, you will notice that the estimate's changed status is also visible.
Beyond that, you can invoice the estimate through your account and proceed with the sale as usual.
If the customer has changed their mind before accepting it, you can change the estimate's status to "Rejected" through its preview page. Select (...) and click on "Mark as rejected".
- If the client rejects the estimate from the client portal its status changes to "Rejected" immediately, while at the same time you receive an email notification for this action along with the optional customer feedback. Create invoice within "...More" has been disabled.
And in this case, if the client changes their mind, you can change the status of the estimate to "Accepted". From its preview page, click on the (...) button and select "Mark as accepted".
Finally, if you wish to change the status to "Issued", you can click on "Mark as issued" through the (...) button.
Invoice accepted estimates
Inside Settings -> Application settings you can choose whether a draft will be created automatically every time a client accepts an estimate online. If you wish so, choose "Yes" on the "Invoice accepted estimates" field.
If an estimate is already invoiced-or rejected, chances are that you will not access, edit or even email it again. To keep your list of estimates clear of such records, you can always use the "Archiving" function. Especially useful for invoiced estimates, as they cannot be deleted for to data integrity purposes.
To proceed, simply choose the estimates you wish and click 'Actions-> Archive selected". Alternatively, open the estimate of your choice and locate the "Archive record" option inside the 'more' button (...). Similarly, you can (re) activate an archived one. This is also available as a bulk action, as described below.
You may navigate between the active/archived lists from the buttons on the top right corner of the table. To re-activate one or more estimates, simply check the record from the list of archived and continue with "Actions-> Activate selected"