How to create estimate for clients not registered in the system on the Back office Dashboard?

GuardsPro allows security companies to create and send professional estimates not only to registered clients within the system but also to prospective or unregistered clients. This feature is useful when providing quotations for new business opportunities, temporary contracts, event security services, patrol services, or other security operations before officially onboarding a client into the platform.

Sending estimates to unregistered clients helps streamline your sales and bidding process, improves communication with potential customers, and allows your company to share accurate pricing and service details professionally through email.

✅This guide will walk you through the steps to send invoices to even the clients not registered in the system on the Back Office Dashboard:

Log in to the Back Office Dashboard. Click on Invoicer from the main menu and select Estimates from the dropdown menu. Click on the New Estimate button from the following screen. 

On the next screen, enter the required details to create the estimate, such as the creation date, expiry date, estimate number (system-generated), and PO/SO number.

Next, under the Bill To section, click on Client and select Enter Manually from the dropdown menu. Then, enter the client’s name on the pop-up screen and click on Save.

Next, add the products and services to the estimate along with the applicable rate, quantity, discount, tax, and other relevant details.

Once the estimate details have been added, you can choose to:

• Preview the estimate
• Save as Draft
• Or click on Save and Continue to proceed further

After saving, the estimate will appear with the status marked as “Unsent.”

To send the estimate to the client, click on the Send Estimate option and enter the required details such as the recipient’s email address, sender’s email address, email subject, and an optional message. Once completed, click on Send. The estimate will then be delivered to the client via email.

Note: You can add multiple recipients when sending the estimate via email.

Alternatively, you can also:

• Share the estimate using a shareable link by copying the link and sending it to the client via email or message.
• Download the estimate as a PDF for offline sharing, printing, or recordkeeping.

Simply select the desired action from the available options on the same screen.

Additionally, from the same screen, you can manage several estimate-related actions such as editing the estimate, downloading it as a PDF, sending it to the client, updating the deposit payment status, marking the estimate as accepted, and accessing other related options.

Note: Estimates can only be converted into invoices for clients who are registered within the system.

If you have any additional questions or need further assistance, please feel free to contact our support team anytime.