What Does Each Estimate Status Mean?
Estimates move through different statuses as they progress from creation to completion. Here's what each status means.
Status Overview
| Status | Meaning |
|---|---|
| Draft | Work in progress, not yet sent |
| Sent | Proposal sent to client, awaiting response |
| Accepted | Client has accepted the proposal |
| Declined | Client has rejected the proposal |
| Invoiced | Converted to an invoice |
| Archived | Stored for records, hidden from main view |
Draft
What it means: The estimate is being created or edited and hasn't been sent to a client yet.
When it's used:
- New estimates start as drafts
- Estimates you're still working on
- Estimates not yet ready to share
Actions available:
- Edit the estimate
- Send as a proposal
- Delete or archive
Sent
What it means: The estimate has been emailed to the client as a proposal. You're waiting for their response.
When it's used:
- After you click Send and the email is delivered
- While waiting for client feedback
Actions available:
- View delivery status
- Edit and resend
- Track if the client has viewed it
Accepted
What it means: The client has accepted the proposal. The job is confirmed.
When it's used:
- Client clicked "Accept" on the proposal
- You manually marked it as accepted
Actions available:
- Convert to invoice
- Create a project plan
- View accepted terms
Declined
What it means: The client has rejected the proposal. The job won't proceed.
When it's used:
- Client clicked "Decline" on the proposal
- You manually marked it as declined
Actions available:
- Archive the estimate
- Duplicate and revise for a new quote
- Review for learning purposes
Invoiced
What it means: The estimate has been converted to an invoice. The billing process has begun.
When it's used:
- After using "Convert to Invoice"
- The estimate is now linked to an invoice
Actions available:
- View the linked invoice
- Track payment status
Archived
What it means: The estimate is hidden from your main view but preserved for records.
When it's used:
- Old estimates you don't need to see regularly
- Declined jobs you want to keep for reference
- Superseded estimates (replaced by newer versions)
Actions available:
- View in archived filter
- Restore to active status
How Statuses Change
Draft → Sent → Accepted → Invoiced
↘ Declined → Archived
Most estimates follow this flow:
- Start as Draft
- Send to client → Sent
- Client responds → Accepted or Declined
- If accepted, convert to invoice → Invoiced
- Eventually → Archived
Filtering by Status
Use the status filter on the Estimates page to:
- View only Draft estimates (work in progress)
- See all Sent proposals (awaiting response)
- Check Accepted jobs (confirmed work)
- Review Declined quotes (lost opportunities)
Changing Status Manually
You can manually change an estimate's status:
- Open the estimate
- Access the settings or status dropdown
- Select the new status
- Save
This is useful when:
- A client accepts via phone (manually mark as Accepted)
- You need to revert a status
- Cleaning up old estimates