EstimateSync

Projects, Estimates, Invoices, and Payments ​

Everything in EstimateSync revolves around the project. It's the single record that ties together your customer details, estimate versions, invoices, and payment tracking — from first draft to final payment.

Create and Find Projects ​

Every project starts as a draft estimate. To create one, open your dashboard and start a new project.

When you need to find existing work, use the dashboard or the active projects view. You can filter by status, browse by organization, or search by customer name. Each project card gives you a quick snapshot: the customer, project title, current status, last-updated date, and totals (once you've added estimate content). For sent or sold projects, you'll also see customer-view details right on the card.

Understand Project Status ​

Your project moves through a clear set of statuses as it progresses:

  • Drafting — You're still building the estimate. Once it's ready, you can send it to your customer.
  • Sent — The estimate has been published and is visible to your customer. From here, you can revise it or mark it as sold.
  • Revising — You've created a new editable version from a previously sent or sold estimate. You can send the revision or mark it sold.
  • Sold — The work has been won. Invoice and payment tracking become available. If billing has already started, revising a sold project may follow a change-order path.

When your draft or revision is ready, send it to publish a customer-facing estimate. If something important is missing — like a customer email or estimate cost — EstimateSync flags it and lets you review before sending.

You can edit the email introduction before sending. If you're an owner or admin, you can also save your edited introduction as the default for future estimate and invoice emails.

Need to loop someone in? When you send or resend, you can add one-time CC recipients who get a copy of that customer email. They apply to that send only — they aren't saved for next time — and they work alongside the internal copy list configured in Account Settings.

Each sent version gets its own shareable link. Your customer's view includes the project details, notes, room or service breakdowns, totals, any discounts, your branding, and a PDF download option. Paint items you've marked as not included stay visible in the breakdown with a Not Included label instead of a price.

Revise, Sell, and Use Version History ​

Need to update a sent estimate? Use the revision workflow. EstimateSync creates a new editable version from the one you select, so your previous snapshot stays intact.

When your customer accepts, hit Mark as Sold on the sent or revising version. This moves the project into sold status and unlocks invoice language and payment tracking.

The sold confirmation offers the same one-time CC option for the customer invoice email. Those recipients only receive the customer email — they're never added to the team work-order email.

Selling a project also emails the work order to your team, with links to view the work order and schedule the job in a calendar. You control who receives that email in Account Settings. On the work order itself, not-included paint items appear as a Not included note under their room rather than as work rows.

Version History lets you look back at every sent snapshot. From there, you can preview past versions, start a revision from any of them, or mark a specific version as sold.

Track Payment Progress ​

Once a project is sold, payment tracking kicks in. The Payment Progress section gives you a full picture of the project's financials:

  • Invoice amount and deposit status
  • Paid and refunded amounts
  • Outstanding balance
  • Payment requests, manual payment records, and refunds

For the big picture, check the Payments card on your dashboard — it totals the open balance across your projects for the current view. Open it to see the Open Balances list, which starts on projects that still carry a balance and can also be filtered to show all billed projects, projects waiting on a deposit, or fully paid work. Selecting any project takes you straight to its Payment Progress.

You configure payment setup, payment links, and default deposit amounts in Account Settings. Payment Progress on the project itself shows you what's actually happened — payments received, refunds issued, and the current balance.

Notes and Deletion ​

Project notes are customer-visible — they appear on estimate and invoice output. Write them with your customer in mind.

Deleting a project is permanent. Don't delete a project unless you're sure the work should be removed entirely.

  • Project editor guide: /docs/guide/project-editor
  • Project statuses reference: /docs/reference/project-statuses
  • Payment settings reference: /docs/reference/payment-settings