Estimates & Quotes
Send a client a priced quote before you start work, let them approve or decline it online, and turn an approved estimate into an invoice without retyping a thing. Included with every account.
Creating an Estimate
An estimate is the quote you send before the work is agreed. It looks like an invoice, carries your business branding, and gives your client a clear price to say yes to.
📸 Image: The New Estimate form with line items and totals
[Upload screenshot of the estimate builder showing client selection, line items, tax and discount]
How to Create an Estimate:
- 1Go to Estimates from the sidebar
- 2Click "New Estimate"
- 3Pick the client this quote is for
- 4Add your line items — a description, quantity and rate for each
- 5Set tax, any discount, and the currency
- 6Choose a template design, add notes, and save
What Goes on an Estimate:
Client
Select an existing client — their details and email are pulled in automatically
Line Items
A description, quantity and rate per item. Totals are calculated as you type.
Tax and Discount
Apply a tax percentage, and a discount as either a percentage or a fixed amount
Currency
Quote in whichever currency this client pays in
Template Design
Pick the same invoice template designs your business already uses, so the quote matches your invoices
Notes for the Client
Scope details, assumptions, timelines or terms — shown to the client with the estimate
Valid Until
The date the quote expires. It defaults to 30 days from today, and you can change it.
💡 Estimate Numbers Are Automatic
Every estimate is numbered for you in sequence — EST-2026-0001, EST-2026-0002, and so on. There is nothing to track by hand, and your business always quotes with a clean reference number.
Sending an Estimate
Once the estimate looks right, get it in front of your client. You can email it from inside the app, share the link yourself, or hand over a PDF.
📸 Image: Estimate detail page with the sharing actions
[Upload screenshot showing the Send Estimate, Copy Public Link and Download PDF buttons]
Send Estimate
Emails the estimate straight to your client with a link to view it online. The estimate moves to Sent so you know it is out of your hands and with them.
Copy Public Link
Copies a shareable link you can paste anywhere — WhatsApp, a text message, a chat thread, or your own email client. Useful when your client does business over messaging rather than email.
Download as PDF
Saves the estimate as a PDF in your chosen template design, for attaching to a tender, filing for your records, or printing.
💡 Pro Tip: Send It the Way Your Client Actually Replies
Emailing and sharing the link both open the same page, so your client can approve from either one. Pick whichever channel that client responds to fastest — a quote that gets read gets answered.
How Your Client Responds
The link opens a public estimate page. Your client does not need an account and does not need to log in — they just open the link and respond.
📸 Image: The public estimate page as the client sees it
[Upload screenshot of the public estimate view with the Approve and Decline buttons and the optional note field]
What Your Client Sees:
- ✓The full estimate – every line item, tax, discount and total, in your branding
- ✓Your notes – the scope, terms or assumptions you wrote for them
- ✓An Approve button – to accept the quote as it stands
- ✓A Decline button – to turn it down
- ✓An optional note – a short message they can leave with either answer
Note: A client can only respond once. After they approve or decline, the estimate is locked to that answer and cannot be responded to again. If the quote needs to change after a decline, create a new estimate and send that instead.
What Happens When It's Approved
This is where estimates save your business the most time. The moment your client approves, a matching invoice is built for you.
✨ Approval Creates a Draft Invoice
When the client clicks Approve, Freelance Trackr automatically creates a new invoice carrying over:
- • The same line items, quantities and rates
- • The same tax, discount and totals
- • The same currency
- • The same branding and template design
- • A link back to the estimate it came from
Important: The invoice is created as a draft — it is not sent to your client automatically. Nothing goes out until you review it and send it yourself, so you stay in control of your billing dates and wording.
What You Should Do Next:
- 1Open the notification telling you the estimate was approved
- 2Follow the link on the estimate to the new draft invoice
- 3Check the due date, payment details and any wording you want to adjust
- 4Send the invoice when you are ready to be paid
Once that draft exists, the estimate itself is marked Converted and shows a link straight to the invoice, so the quote and the bill stay connected in your records.
Estimate Statuses
Each estimate carries a status so you can see, at a glance, which quotes are still waiting on a client and which have been answered.
📸 Image: Estimates list showing status badges
[Upload screenshot of the estimates list with Draft, Sent, Viewed, Approved and Converted badges]
Saved but not sent yet. Edit it as much as you like — your client cannot see it.
The estimate has been emailed or shared and is waiting for an answer.
Your client has opened the estimate link. A good moment to follow up if you do not hear back.
Your client accepted the quote. A draft invoice is created for you to review and send.
Your client turned the quote down. Any note they left is shown on the estimate.
An invoice has been created from this estimate. The estimate links straight to it.
The Valid Until date has passed without a response. Create a fresh estimate if the client comes back later.
Converting an Estimate Yourself
Not every deal is agreed through the app. Sometimes you quote a price in a meeting or over the phone and the client simply says yes.
Convert to Invoice:
- 1Open the draft estimate you never sent
- 2Click "Convert to Invoice"
- 3A new invoice opens, prefilled from the estimate
- 4Adjust anything that changed, then save and send it
💡 Best Practice
Even when a client agrees verbally, writing the numbers into an estimate first gives your business a dated record of what was quoted — and converting it means the invoice matches that quote exactly.
Next Steps
Now that your quotes are handled, explore these related guides:
Still have questions?
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