Estimates and the Estimate-to-Invoice Workflow

What estimates are for

An estimate is a quote you send to a client before work begins. It lays out what you'll do and what it costs. The client can approve or decline from a dedicated review page - no email back-and-forth needed. Once approved, one click converts the estimate into a ready-to-send invoice.

Creating an estimate

1. 1

   Go to Estimates in the left sidebar.

2. 2

   Click "New estimate".

3. 3

   Select your client.

4. 4

   Add line items - the same way you would on an invoice.

5. 5

   Set an expiry date so the client knows how long the quote is valid.

6. 6

   Add an optional message with project scope, conditions, or a note.

7. 7

   Save as draft or send to the client.

Sending an estimate for approval

Like invoices, estimates can be shared in two ways:

• Copy link - a unique URL your client can open to review and respond to the estimate.

• Send email - delivered directly from WaffleInvoice to the client's inbox. Estimate emails are unmetered on every plan.

What the client sees

When your client opens the estimate review link, they see a clean page showing:

• Your business details and logo.

• The full line-item breakdown of the proposed work.

• The total amount.

• Your message or project notes.

• Approve and Decline buttons.

Estimate statuses

• Draft - not yet sent.

• Sent - shared with the client.

• Viewed - client has opened the estimate.

• Approved - client clicked Approve.

• Declined - client clicked Decline.

• Expired - the expiry date passed without a response.

• Converted - the estimate has been turned into an invoice.

Converting an estimate to an invoice

Once a client approves an estimate, you can convert it to an invoice in one click.

1. 1

   Open the approved estimate.

2. 2

   Click "Convert to invoice".

3. 3

   WaffleInvoice creates a new invoice with all line items pre-filled from the estimate.

4. 4

   Review the invoice, set a due date, and send.

There's no need to retype anything. The estimate becomes the invoice, preserving every line item, description, and amount exactly as the client approved.

Editing an estimate

You can edit any estimate in Draft status freely. If an estimate has been sent and you need to make changes, edit it and then re-share the link. The client's link always reflects the latest version.