How do I Manage my Estimates?

Estimates in Billed give you a central place to quote project costs, share pricing with clients, and convert approved quotes into invoices. Once you have created an estimate, you can manage every aspect of it — from sending and editing to duplicating and deleting — without leaving the app.

Key Takeaways

• Send estimates directly from Billed via email with a professional PDF attachment that clients can review and approve online
• Duplicate existing estimates to create new quotes faster when you offer similar services to multiple clients
• Convert approved estimates to invoices with one click, carrying over line items, taxes, and client details automatically

This guide covers all the actions available on an estimate and shares tips for keeping your quoting process organized.

Available actions

Open any estimate and click the "More Actions" button in the top-right corner. You will see the following options:

• Send By Email: Send the estimate directly to your client's inbox. You can customize the subject line and message body before sending.
• Share Via Link: Copy a shareable link to the estimate. This is useful when you prefer to send estimates through messaging apps, Slack, or any channel outside email.
• Mark As Sent: Manually update the estimate's status to "Sent" without actually emailing it. Use this when you delivered the quote in person, over the phone, or through another tool.
• Convert to Invoice: Turn an approved estimate into an invoice with one click. All line items, quantities, and pricing carry over so you do not need to re-enter anything. This is one of the biggest time-savers in Billed.
• Duplicate: Create an exact copy of the estimate. Use this when you need a similar quote for another client or want to create a revised version while keeping the original intact.
• Preview: See exactly how the estimate will appear to your client, including your logo, line items, totals, and terms.
• Print: Open a print-friendly version of the estimate for physical records or in-person meetings.
• Download PDF: Save the estimate as a PDF file for offline sharing, email attachments, or archival.
• Delete: Permanently remove the estimate from your account.

Edit an estimate

Click the "Edit" button next to the "More Actions" button. You can change any field — client details, line items, amounts, taxes, notes, or terms — then click Save to keep your changes.

Editing is available at any stage. If you have already sent the estimate and need to make changes, update the estimate and resend it so your client always has the latest version.

Understand estimate statuses

Billed tracks the status of each estimate automatically:

• Draft: The estimate has been created but not yet sent to the client.
• Sent: The estimate has been emailed or marked as sent.
• Viewed: The client has opened the estimate (tracked via the shareable link).
• Accepted: The client has approved the quote.
• Declined: The client has rejected the quote.
• Converted: The estimate has been turned into an invoice.

Statuses update in real time so you always know where each quote stands without following up manually.

Tips for keeping estimates organized

• Use descriptive titles. Include the client name and project scope in the estimate title so you can find it quickly later. For example, "Acme Corp — Website Redesign Phase 1."
• Set expiry dates. Adding an expiry date encourages clients to respond promptly and keeps your pipeline current. A common practice is 14 or 30 days from the date of issue.
• Convert promptly. When a client approves an estimate, convert it to an invoice right away so billing stays aligned with the original quote and nothing falls through the cracks.
• Archive old estimates. Regularly review your estimates list and delete or archive quotes that are no longer active to keep your dashboard clean.
• Duplicate for revisions. Instead of editing a sent estimate, duplicate it and make changes on the copy. This preserves the original for your records and gives you a clear audit trail.
• Standardize your terms. Include payment terms, cancellation policies, and scope limitations on every estimate. The SBA's contracting guide explains key terms and protections to consider. Consistent terms protect both you and your client.

From estimate to payment

The typical workflow looks like this:

1. Create an estimate with line items and pricing.
2. Send it to your client by email or shareable link.
3. Follow up if the client has not responded within your expiry window.
4. Convert the approved estimate to an invoice.
5. Collect payment through Billed's online payment options.

By managing estimates inside Billed, every step from quoting to payment lives in one place. You spend less time switching between tools and more time doing billable work.

Related Articles

• How do I Create an Estimate? Step-by-Step Guidance
• How to Follow Up on Estimates (Without Being Pushy)
• Best Project Management Tools for Small Business

Simplify your estimating and invoicing workflow with Billed, free software built for small businesses.

Frequently Asked Questions

How do I keep track of outstanding estimates?

Use estimating software or a CRM that lets you tag estimates by status such as draft, sent, viewed, accepted, or declined, and set follow-up reminders for estimates that have not received a response within your standard validity period. Reviewing your open estimates weekly prevents opportunities from falling through the cracks and helps you forecast upcoming work.

What is a good estimate-to-close conversion rate?

A healthy conversion rate for service businesses is typically 30% to 50%, though this varies significantly by industry, price point, and how qualified your leads are. If your rate is below 20%, your pricing may be too high for your market, your estimates may lack detail or professionalism, or you may need to improve your follow-up process.

How do I turn a declined estimate into a sale?

Follow up to understand why the estimate was declined, as the reason is often fixable. Common objections include price (offer a scaled-down scope), timing (follow up when they are ready), or lack of clarity (provide more detail or references). Even if you do not win the immediate job, a professional follow-up keeps you top of mind for future needs.