The Estimates list shows your estimates for a period, with whether the customer has approved them and whether they have been invoiced. From it you open an estimate to read, send or revise it, and — when the customer says yes — convert it into an invoice at the quoted prices.
Opening the list
Customers ▸ Estimates (under Transactions). The page heading reads Estimates, with the number still open (not yet invoiced).
The toolbar
| Control | What it does |
|---|---|
| Period bar | The dates the list covers. |
| All, Approved, Awaiting, Declined, Revised | Shows every estimate, or only those with that approval status. |
| Invoiced | Shows only the estimates that have been turned into an invoice. |
| Refresh | Reloads the list. |
| Create Estimates | Opens Create Estimates in its own window. |
The columns
| Column | What it shows |
|---|---|
| Ref | The estimate number. |
| Date | The estimate date. |
| Customer | Who it is for. |
| Approval | Invoiced once the estimate has been turned into an invoice (point at it to see the invoice number). Otherwise the customer's answer: Not sent, Awaiting reply, Approved, Declined, Expired (the approval link ran out) or Revised (edited after it was sent, so an earlier answer no longer applies). |
| Total | The quoted total. |
| (actions) | Edit, Convert to Invoice, and icons for Duplicate — a new estimate copied from this one, Memorize — keep it to enter again and Delete estimate. |
The footer reminds you that Estimates never move stock or take payment, and Enter / double-click opens the estimate · Convert to Invoice bills it at the QUOTED prices. The table can be filtered, emailed and exported like any list. With none, it says No estimates — write one with Create Estimates (or No estimates with that status).
Opening an estimate
Double-click a row (or select it and press Enter). The estimate opens as a page showing:
- Estimate (number), its date, and For (customer) · a priced offer; no payment is due and no stock is reserved, with an Invoiced pill and the line Invoiced — invoice (number) was made from this estimate. once it has been invoiced;
- its approval status in words — Not sent for approval yet, Sent — waiting for the customer, until (date), Accepted by whom and when, Declined, The offer has expired, or that it was edited after it was sent;
- the lines (SKU, Item, Qty, U/M, Unit, Amount) — double-click one for Product 360;
- Subtotal, Discount, Shipping, Tax and the QUOTED TOTAL.
On the right:
| Part | What it does |
|---|---|
| Customer approval | Explains the approval link (valid for 30 days). After sending, Issue a new link cancels the old link and makes a new one: New link issued — any earlier answer no longer applies. |
| Send the estimate | Print, Save PDF, Email and WhatsApp. Sending includes the approval link and the valid-until date. |
| Convert to Invoice | Loads the estimate into a new invoice (highlighted when the estimate is approved). |
| Edit estimate | Loads it into the form to revise it. |
Under the buttons: The invoice is priced as QUOTED. — or, for a declined estimate, Declined — you can still invoice it, but ask the customer first.
Turning an estimate into an invoice
- Open the estimate (or find its row) and click Convert to Invoice.
- SeroBooks loads it into Create Invoices: the customer, every line at its quoted price, line discount and tax, and the estimate's discount and shipping. Estimate loaded — save the invoice to convert it. A blue bar reads From estimate (number) — saving marks it invoiced; its Cancel clears the form and leaves the estimate open.
- Check it — change quantities if the customer is taking less, add anything extra.
- Choose On Account or a payment method and save as any invoice.
The invoice is priced as quoted, even if your item prices have changed since. Once the invoice is saved, the estimate stays in the list marked Invoiced, and no longer counts as open. If that invoice is later deleted, the estimate shows as open again.
Convert to Invoice on an estimate already invoiced asks Invoice this estimate again? — Estimate (number) was already invoiced on invoice (number). Another invoice bills the customer a second time. Keep it stops; Invoice again carries on.
Converting needs the Convert to Invoice right on Estimates.
To make a sales order from an estimate instead, open it for editing (Edit) and click Order.
Other actions
| Action | What it does |
|---|---|
| Edit | Revises the estimate. Saving replaces it with the new version. See Create Estimates. |
| Duplicate | A new estimate copied from this one — same customer and lines — for a similar job. |
| Memorize | Keeps it in the Memorized Transaction List to enter again (suggested name "Estimate (number)"). |
| Delete | Asks Delete estimate (number)? — The estimate is removed permanently. Estimates never moved stock or money, so nothing else is affected. Delete confirms: Estimate (number) deleted. Needs the Delete Quotation right. |
Common problems
| Problem | What to do |
|---|---|
| Could not restore any lines from this estimate. | Its items are no longer in your item list. Recreate them, or write the invoice by hand. |
| An estimate is missing. | Widen the period, and set the filter to All. |
| The customer approved but the list says Awaiting reply. | Click Refresh. |