What is an Estimate? #

An Estimate is a document that outlines products or services for a customer before a final sale or invoice is created.  The Estimate can be used as a placeholder for a quote, sales order, work order, or layaway.  The Estimate does not deplete inventory until the items are sold.

Access Estimates in register by ability business #

Helpful tips when accessing estimates:

1. To access the Estimate List navigate to Menu – Estimates
2. To convert a transaction on the checkout screen to an Estimate select the Actions button – Convert to Estimate.

Screen functions on the Estimate List page #

Easily view the list of estimates; search; query by Accepted, Pending, Converted, Closed, or Rejected; and select by customer. 

Field	Note
New Estimate	Located in the upper right hand corner. Easily create a new estimate right from the Estimate List.
Estimate Number Search	Enter the Estimate Number to search for a specific document.
Select Customer	Start typing a first or last name to narrow the selection.  You can also search by phone number and email.  A queried list of Estimates will display.  Select the one you want to view.
Clear Customer	When a customer is selected, a red Clear Customer button will appear.  To cancel the query, select the red button.
Filter by Status	Using the dropdown, select the status names that you want to filter.  Choose one or multiple.  To remove the status filter, select the x.

To view an Estimate, hover and select by clicking. This will open the Estimate for review, modify, and make changes. 

Create an Estimate #

There are two ways to create estimates, from the checkout screen and from the estimate list.

From the checkout screen,

1. Select the customer and add items.
2. Select the Actions button located in the lower left corner. 
3. Select Convert to Estimate.
4. Review & select Finalize Estimate. 
5. Enter details about the Estimate:

Field	Note
Expiration Date	The date by which a customer must accept the estimate before the offer is no longer valid.  Workflow:  If an estimate passes this date, manually update its status to “Closed”.
Accepted Date	This date field appears when the Estimate Status is changed to Accepted. The date when the customer accepts the estimate.
Accepted by	Optional field to enter accepted by “name”.
Estimate Status	Indicates the current stage of the estimate.
Pending	The initial state, sent to or waiting for approval from the customer.
Accepted	The customer has agreed to the estimate, and it can be converted to an invoice.
Converted	The Estimate has been converted to a sales transaction.
Closed	The estimate is no longer valid.
Rejected	The customer has declined the estimate.

6. Select Save.

Note:  Depending on your workflow, you can start the Estimate on the checkout screen and then select the Action button to Convert to Estimate. 

Edit and Update Estimates #

You can add or remove items, update dates, change the status as well as Sell from the Estimate, Print/View Receipt, and review the audit log.  

1. Go to Menu – Estimates
2. Select Estimates
3. Decide next steps:

Edit Estimate

Sell From Estimate

Print/View Estimate

To Edit Estimate #

1. Go to Menu – Estimates
2. Select the Estimate 
3. Select the Edit Estimate button.
4. Make the necessary changes & Save.
5. Print/View Estimate or start a New Sale

Sell From Estimate #

1. Go to Menu – Estimates
2. Select Estimate
3. Select the Sell From Estimate button
4. Select all items or enter the quantity you have available to sell*
5. Select Continue takes you to the checkout Screen
6. Complete the sale

*When you sell ALL items, the status is changed to accepted.

Note:  The cashier can add additional items to the receipt.

Print/View Receipt Estimate #

View and/or print the estimate.

Review Audit Log #

Review the audit log for estimate changes including the event date, user, action, details.

Optional Estimate Sync Setting #

Within the Sync Settings on the admin management dashboard, you’ll find an option to enable two-way estimate syncing. This setting controls how estimate data is shared between register and QuickBooks Online.

How It Works #

When enabled, any new estimates will automatically sync both to and from your financial system and your register workstations. This two-way sync remains active until the setting is turned off.

Estimates that have already been synced will continue to update with any new changes made on a workstation, regardless of whether this setting is currently enabled or disabled.

Recommendation #

We recommend leaving this setting disabled and managing your estimate workflow directly within your register workstation. This helps maintain a more controlled and consistent process.

We understand that every business has unique workflow needs. If you’re unsure which approach is right for you, connect with our team and walk us through your process, we’re happy to guide you toward the setup that works best for your operation.