Generating Sales Estimates

✍️ 1. Creating and Sending Estimates

Estimates can be drafted using the same line-item entry process as invoices. They can be sent for client approval and easily converted into final invoices upon acceptance.

Drafting Your Quote

1. From your Velocity 360 dashboard, click Payments in the left sidebar.
2. Click the Estimates tab in the top navigation.
3. Click + New Estimate and fill out the client details and product line items.
4. Click Send for Approval. The client receives a link to approve or reject the quote.
5. Once approved, return to the estimate in Velocity360 and click Convert to Invoice to finalize the billing process.

✅ 2. Client Approval Process

Once an estimate is sent, your client receives a secure, unique link to view the proposal. They can approve or reject the estimate with a single click, which instantly updates the status in your Velocity360 dashboard.

➡️ 3. Converting Estimates to Invoices

The seamless conversion feature ensures that once a client approves an estimate, you can generate a final, payable invoice with zero effort or double-entry of data.

Conversion Steps

• After the client approves, open the estimate from the Estimates tab.
• Click the Convert to Invoice button in the top right.
• The system automatically creates a new invoice draft with all line items and client details pre-filled.
• Review the final invoice details and click Send to finalize the billing.

📊 4. Tracking Estimate Statuses

The Estimates dashboard gives you an instant overview of your sales pipeline, allowing you to follow up effectively.

Key Status Definitions

• Draft: Saved but not yet sent to the client.
• Sent: Client has received the link but has not yet responded.
• Approved: Client has officially accepted the quote; ready for conversion to an invoice.
• Rejected: Client has declined the quote.
• Expired: The quote has passed its automatic expiration date.

⚙️ 5. Expiration Dates and Automation

Increase urgency and ensure quotes don't linger indefinitely by setting clear expiration dates, which can automatically trigger reminders or status changes.

Setting Expiration

• When creating a new estimate, locate the Expiration Date field in the details panel.
• Select a date. The client will be notified of this deadline when the estimate is sent.
• If the date passes before approval, the status automatically changes to Expired.