Creating an Estimate
The process of creating, editing and deleting estimates is the same as with delivery notes and order confirmations.
You can create an estimate in two ways:
- When you’re in the overview of all orders you can click on the “Add estimate” button on the upper right hand side. A form will open up where you can enter all necessary information.
- Choose a person or organization from your contacts, click on the plus sign next to the entry and click on “New estimate”. Alternatively, you can also click on the options button after you have clicked on a contact and select “Create estimate”.
Customer: Here you can select the recipient of the estimate. As soon as you have entered the first letters, sevDesk will offer you matching contacts. If no matching contacts are available, then you can create a new contact.
Subject: sevDesk will automatically add an estimate number to the subject. You can enter your own subject manually if you see the need to do so.
Estimate Number: sevDesk automatically adds an estimate number. If you’d like to use your own estimate number you can change it anytime. In order to avoid having to enter your own estimate number every time you can also adjust the number sequence by clicking on “Settings” in the left hand menu and navigating to “Accounting”.
Estimate Date: sevDesk automatically enters the current date in this field. The estimate date is the date on which the estimate has been made. It’s used as a reference point for the validity of the offer and can be predated, as well as backdated.
Reference / Order: You can specify a reference or order number that gets added to your estimate.
Header and Footer Content: The header content is listed above the entries and the footer content is listed below. Here you can add important information and references. You can define text templates for these fields under “Settings”. You can also leave these fields empty.
Products & Services: sevDesk offers you suggestions as soon as you enter letters into the field. You can select an entry or add a new one and the quantity, unit and amount. In order to delete an existing entry, you simply need to click on the trash bin icon next to the position.
Optional: You can make an entry optional by clicking on the switch next to “Optional”. The entry will then be listed separately from your normal entries. If you want to create an invoice from your estimate later on, you will be asked which optional entries you’d like to include.
Delivery terms: You can enter your terms of delivery in this field. If you want to define your default delivery terms, you can do so by clicking on “Settings” in the left hand menu and navigating to “System”, where you’ll find the menu option “Orders & Invoices”.
Sales tax rule: Here you can define if tax rates will be included in the proposal, if it’s a tax free delivery or if reverse charges apply. You can also create your own tax rates with a description. You can manage your own tax rates in the Settings under Accounting by navigating to the “Tax rates” menu item.
Hint: To turn your entry into a heading, just set the price and amount to zero.
In order to be able to edit an estimate it needs to be a draft. An estimate that has been turned into an invoice can no longer be edited. If the status is “Unpaid” you can click on the button “More” when you view the estimate and navigate to “Edit document”, which will turn it back into a draft.
If you want to change an estimate, but don’t want to modify the original estimate, you can do so by clicking on the button “More” when you view the estimate and navigating to “Copy document”.
In order to be able to delete an estimate, the estimate needs to be a draft. If the status is “Unpaid”, you’ll need to turn it back into a draft by following the editing procedure. Afterwards you’ll find the option “Delete” when you click on the button “More” while the estimate is in edit mode.