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Creating and Sending Estimates

Written by Alex Johnson

Estimates- How to Create and Send

Use Estimates to price work for your customers, add tax/discounts/deposits, and collect a customer signature. When an estimate is signed it becomes a Job on the project, and you can then create a Work Order from it.

Find your estimates

Go to Estimates in the left menu. Use the tabs at the top to filter by Draft, Signature Requested, Signed, Closed, or Deleted.
The table shows project, status, whether tax is included, discount, total, and how many work orders have been created from the job.

Create a new estimate

  1. Click + Estimate (top‑right).

  2. Fill in:

    • Estimate Name – the title your customer will see.

    • Location – if you operate in multiple locations.

    • Project – the project this estimate belongs to.

    • Include Sales Tax? – toggle on and set the Tax Rate.

  3. Click Create Estimate.

Add line items

  1. Click + Add Line Item.

  2. Enter Title, optional Description, Rate, and Quantity → Create.

  3. Use the pencil (edit) or trash (delete) next to any line item as needed.

Your totals update as you add items and tax.

Discounts & deposits

  • Discount – Click Set Discount and enter a percentage (e.g., 10%). Discount is applied before tax.

  • Deposit – Click Set Deposit and enter a fixed dollar amount. We’ll display both the amount and the % of the total.

Attach documents

  • Attached Contracts – These can be added Customer Terms & Conditions in your Settings.

  • Internal Attachments / Internal Notes – For your team only; customers do not see these.

Request customer signature

  1. Click Request Signature.

  2. Confirm. Leave Notify user of signature request checked to email the customer.
    We’ll also copy a shareable link to your clipboard.

After you request a signature the estimate is read‑only until you undo the request.

While waiting on signature

You’ll see action buttons at the bottom of the estimate:

  • Undo Request – Make edits, then re‑request.

  • Approve w/o Signature – Log approval captured outside HeyPros (phone/in‑person).

  • Copy Link – Get the signature link to share manually.

Statuses

  • Draft – Editable, not sent.

  • Signature Requested – Waiting on the customer.

  • Signed – Customer signed. A Job is created on the project.

  • Closed – Read‑only; use when fully handled.

  • Deleted – Removed from active lists.

From signed estimate → work order

  1. Open the Project and go to the Jobs/estimate that has been signed.

  2. Click Create Work Order and dispatch to your contractor as usual.

Payments (optional)

HeyPros is not a payment processor. If you receive payment outside HeyPros, record it on the estimate via Manual Payment (amount, method, date). When the balance is $0, the estimate shows Paid.

Tips & troubleshooting

  • Customer didn’t get the email? Use Copy Link and send the link directly.

  • Need to change details after requesting signature? Click Undo Request, edit, then re‑request.

  • Need to revise after it’s signed? Signed estimates are read‑only—create a new estimate/version and send for signature.

  • Use clear line‑item titles; these appear on the customer PDF.

  • Tax is calculated after discounts; deposits display as both a $ value and % of total.

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