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Creating Estimates

Download Creating Estimates PDF

You can create an estimate from either the Customer module or the Estimates module.

Create an Estimate from the Estimates Module

  1. Go to the Estimates module.
  2. Click the Add New button in the top right corner.

Select a Customer and Location

  1. Choose the customer from the list.
  2. If the customer has multiple service locations, select the correct one.
  3. Click Proceed to move to the estimate page.

Fill Out Estimate Details

Description and Proposal

  • In the General section, a default description will appear. You can edit it if needed.
  • To add a proposal to the estimate, make sure you’ve already created one under:
    Settings > Templates > Proposal Templates

Add Items to the Estimate

  1. In the estimate page, click the search bar to add items.
  2. You can search for:
  3. Click the item to add it. The system will fill in the rest of the fields automatically.
  4. Set the quantity using the arrows or type in a number.
  5. Add a discount if needed.
    • To add a discount on the full estimate, open the Set Discount window.
    • Enter the discount value and choose if it’s a dollar amount or percentage.
    • Click Save.
  6. 📌 Repeat these steps to add more items to your estimate.
  7. The system will automatically calculate:
    • Total cost
    • Total price
  8. As you add items, the subtotal and summary will update automatically.
  9. To add extra information for the customer, use the Notes for Customer field.
  10. Click Save from the Action drop-down to save your work and continue editing.
    To save and exit, click Save and Close from the Action drop-down.

Tax

After adding the details, set the tax, if applicable.

  • Set Tax: If the customer has a pre-set tax rate, it will apply automatically. To change it or add a new rate, select the tax field, choose a rate, or create a new one.

You can create a new tax rate by clicking the + Create new button.

  • You can attach documents and images when creating an estimate.
  • When you send the estimate to the customer, the attachments are included.
  • If you convert the estimate into a job, all attachments will carry over to the job.
  • Once the job is dispatched, the attachments will also appear in STM for the field team to view.

Adding a Duplicate Item in an Estimate

When you try to add an item that’s already in the estimate, a pop-up message will appear:

You have two options:

Option 1: Click “Yes”

  • A new line will be added for the same item.
  • This is useful if the item has a different price or needs to be shown separately.

Option 2: Click “No”

  • The existing line will be updated.
  • The quantity and total price will increase.
  • The original price will stay the same.

If the Price Has Change

  • Click Yes to create a new line with the updated price.
  • Click No to add it to the current line using the original price.

📌 Use this feature to keep estimates clear when prices or item details differ.

📌 Other options under the Action button are explained in the Managing Estimates article.
Once saved, your estimate will appear in the Estimates module.

Duplicate Estimate Number Warning

Note: Auto Increment should be turned off for this to apply.

If you try to save an estimate using a number that already exists, you’ll see this message:

“Possible Estimate Number Duplication. There’s already an estimate with {Number}. Do you still want to use this estimate number?”

What the Options Mean:

  • Yes – The estimate will be created using the same number as an existing one.
  • No – The estimate won’t be created, and you’ll need to use a different number.

Preventing Conflicts When Editing Estimates

IndusTrack helps prevent users from accidentally overwriting each other’s work when editing the same estimate at the same time.

What Happens:

If two users open the same estimate in different tabs or sessions and try to make changes:

  • The first person to save their changes (User A) will succeed.
  • When the second person (User B) tries to save, a warning message appears:

⚠️ Message Displayed:

Something’s not quite right
You and IndusTrack were working on this at the same time.
{Username} finished before you did, so your work was not saved.

✅ Tip: To avoid this, make sure only one user edits an estimate at a time.

Auto-Save Behavior in Estimates

Any changes you make in an estimate are automatically saved when you perform any of the following actions:

  • Send Estimate Email
  • Download PDF
  • Preview
  • Mark as Won
  • Mark as Lost
  • Mark as Draft
  • Convert to Job or Invoice

✅ No need to manually save—your updates are saved automatically during these actions.