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Set Up Document Numbering, Estimate Defaults, and Auto-Send

Quick version: Go to Settings to configure how your estimates, jobs, and invoices are numbered, set default estimate validity, manage payment schedules, turn on auto-send, and upload documents to attach to estimates.

Change Document Numbering

Fieldkit automatically numbers your estimates, jobs, and invoices (like EST-0001, JOB-0001, INV-0001). You can change the starting number if you're switching from another system and want to continue where you left off.

  1. Click Settings in the left sidebar.
  2. Find the Document Numbering card.
  3. Enter new starting numbers for:
    • Next estimate number -- the number for your next estimate
    • Next job number -- the number for your next job
    • Next invoice number -- the number for your next invoice
  4. Click Save.

The new number must be higher than any existing document. For example, if your last estimate was EST-0050, you can set the next number to 51 or higher, but not 50 or lower.

Set Estimate Validity Period

This controls how many days an estimate stays valid before it expires. The default is 7 days.

  1. Go to Settings.
  2. Find the Estimate Defaults card.
  3. Change the number of days (1 to 365).
  4. Click Save.

When you create a new estimate, this is the default. You can still change it on individual estimates.

Manage Payment Schedules

Payment schedules let you split a job into milestones (like 50% deposit, 50% on completion). You set up templates here, then apply them when creating estimates.

  1. Go to Settings.
  2. Find the Payment Schedules card.
  3. Click Manage Templates.
  4. Create or edit your payment schedule templates.

Turn On Auto-Send

Auto-send emails your estimates and invoices to customers automatically as soon as you create them. This saves you a step.

  1. Go to Settings.
  2. Find the Auto-Send Settings card.
  3. Toggle on Auto-send estimates to email estimates when created.
  4. Toggle on Auto-send invoices to email invoices when created.

You can turn these on or off independently. Even with auto-send off, you can always manually send documents from the estimate or invoice page.

Set Up an Estimate Cover Page

You can add a professional cover page to your estimate PDFs. This includes your business name, logo, and a tagline.

  1. Go to Settings.
  2. Find the Estimate Cover Page card.
  3. Toggle the cover page on.
  4. Choose a cover page template.
  5. Add or update your business tagline.

The cover page appears as the first page of your estimate PDF when sent to customers.

Upload Documents to Attach to Estimates

You can upload PDFs (like terms and conditions, warranty documents, or licenses) that get attached to estimates you send to customers.

  1. Go to Settings.
  2. Find the Document Library card.
  3. Click to upload a PDF file (up to 10 MB each).
  4. Give the document a name (like "Terms & Conditions" or "Warranty Policy").
  5. Drag to reorder if you have multiple documents.

These documents are automatically attached when you generate estimate PDFs.

Tips

  • Document numbers always go up -- you can set a higher starting number but never go backwards.
  • The auto-send feature uses the customer's email address on file. If a customer doesn't have an email, the document won't be sent automatically.
  • Keep uploaded documents concise. Every page adds to the PDF your customer receives.

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