Fieldkit
Help Center

Sending Estimates to Customers

Quick version: Open a draft estimate, click "Send to Customer," configure your estimate package, and Fieldkit emails it to your customer with a link to view, accept, or decline.

How to send an estimate

  1. Go to Estimates from the sidebar.
  2. Click on the estimate you want to send.
  3. Click the Send to Customer button at the top right.
  4. The Estimate Package window opens. Here you can choose whether to include a cover page, pick a template style, and attach any documents.
  5. Optionally add a personal message that will appear in the email.
  6. Click Send to Customer to email it.

If the customer does not have an email address on file, you'll see a Mark as Sent button instead. This updates the status so you can track it, even if you delivered the estimate another way (in person, by text, etc.).

The estimate package

When you send a regular estimate (not a change order), Fieldkit lets you build an estimate package. This combines your estimate with other documents into one professional PDF.

  • Cover Page -- Choose from Modern, Traditional, or Bold templates. You can also turn the cover page off.
  • Estimate -- Always included.
  • Attachments -- Add any documents you've uploaded (warranties, spec sheets, photos). Drag to reorder them.

You can click Preview PDF to see the final package before sending.

What the customer sees

Your customer gets an email with your business name and the estimate total. The email has a button to view the full estimate online.

When they click the link, they see a professional page with:

  • Your business name and logo
  • The line items with descriptions, quantities, and prices
  • Any optional add-ons shown separately
  • Your notes and terms
  • Payment schedule (if you set one up)
  • Buttons to Accept or Decline the estimate

Tracking when a customer views the estimate

Fieldkit automatically tracks when a customer opens your estimate. On the estimates list, the status changes from "Sent" to "Viewed" once the customer clicks the link.

You can see exact dates on the estimate detail page under the Details section.

When a customer accepts or declines

If they accept:

  • They enter their name and email address
  • They can draw or type a signature
  • They must agree to the terms and conditions
  • The estimate status changes to "Accepted"
  • You get an email notification and an in-app notification
  • If you set up a payment schedule with a deposit due on acceptance, Fieldkit automatically creates a deposit invoice

If they decline:

  • They can optionally give a reason
  • The estimate status changes to "Declined"
  • You get an email notification and an in-app notification with the reason

Re-sending estimates

If a customer hasn't responded, you can send the estimate again from the estimate detail page. Just click Send to Customer again.

You can also manually approve an estimate on behalf of your customer. Click Manually Approve and enter the reason (for example, "Customer approved by phone"). This is recorded for your records.

Tips

  • Fieldkit sends automatic follow-up reminders at 24 hours, 72 hours, and 7 days if the customer hasn't responded.
  • Add a personal message when sending to build rapport. Something like "Thanks for having me out yesterday" goes a long way.
  • Use the Preview PDF button to check how everything looks before your customer sees it.

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