Estimates come in handy when creating a proposal for the clients, helping you convey the estimated costs of the services to be provided. With the GuardsPro invoicer, you can streamline your bid estimation process with accuracy and eliminate pricing errors.
✅GuardsPro Invoicer helps you create estimates right from the dashboard in a few simple steps:
To create a new estimate, navigate to Invoicer → Estimates and click New Estimate. You will be directed to the Create Estimate page, where you can enter all the required details.
On the next screen, add all the required details. In the Estimate Title and Summary section, fill in the following fields:
Estimate Title : Enter a clear and descriptive name for the estimate.
Summary : Provide a brief overview of the services or scope of work included in the estimate.
Date : Select the date when the estimate is created.
Expire Date : Set the validity period for the estimate. After this date, the estimate may no longer be accepted.
Estimate Number : This is a unique identifier for the estimate. It is auto-generated.
PO/SO Number : (Optional) Enter the Purchase Order (PO) or Sales Order (SO) number for reference, if applicable.
Next, select the client and post site name to bill. If the client is not registered in the system, you can manually enter the client’s name to bill.
Further, click on “+ Add New” to add a product or service to the estimate.
Under Product/Service field, choose an existing service from the dropdown menu to be billed or select Create New to add one. Example: Dedicated Foot Patrol Guards
Add a brief description (optional but recommended). Example: Foot patrol guard for long-term client site coverage.
On the next screen a side panel appears, simply enter below details
Quantity : Enter the total number of hours, shifts, or units manually
(Example: 200 hours or shifts)Rate: Auto-filled from the product/service settings, but can be edited to set the cost per unit (e.g., $30/hour).
Tax : This is automatically calculated based on the tax settings configured while creating the product or service.
Amount : This field is automatically calculated based on Quantity × Rate.
Further, click on + Add New to include additional services such as mobile patrol, event security, or armed guards. Repeat the same steps to add multiple services as required.
Additional Options
Notes:
Use this field to add any additional details such as service terms, shift instructions, payment terms, or special requirements.
Apply Discount (Optional):
Click + Add Discount to apply a discount. Enter the discount amount and the system will automatically update the total amount.
Request Deposit (Optional):
Enable this option to request an upfront payment. Enter the deposit amount and update the status once received.
Before saving, review the estimate summary:
Subtotal: Displays the total amount before tax and discounts
Tax: Displays the calculated tax (if applicable)
Total: Displays the final amount after all adjustments
After entering all details, choose an option: Preview to review, Save as Draft to edit later, or Save and Continue to proceed.
Manage the Estimate
Once saved, the estimate will appear with an Unsent status. You can review the details and take further actions such as editing the estimate, downloading it, sending it to the client, marking deposit payment, marking the estimate as approved (if accepted by the client), or converting it into an invoice.
Comments and Activity Logs
Admins and managers can also use the Comments section at the bottom of the estimate to add notes, share updates, and review activity logs. This helps maintain clear communication and track all changes made to the estimate.
That’s it — by following these steps, you can successfully create an estimate for your client and later convert it into an invoice once it is approved by the client.
If you have any more questions, please feel free to contact our support team anytime.
For a quick walkthrough, please watch our tutorial video on YouTube here :
Comments
0 comments
Please sign in to leave a comment.