Estimates let you send a proposed price to a customer before creating an invoice. In Tracksales you can create estimates, edit them, and when the customer accepts, convert an estimate into an invoice in one step. This guide explains how estimates work in the app.

1. Creating a new estimate

Go to Estimates from the main menu and click Create Estimate. Then:

  • Select a customer — Use the customer search to choose who the estimate is for.
  • Order # — Optional reference (e.g. enquiry or quote number).
  • Estimate date — Set the date of the estimate.

Add line items by searching for products, then entering quantity and rate, and optionally discount (percent or fixed) and tax per line. Quantity and rate fields show decimals only when they have a non-zero decimal part (e.g. 1 instead of 1.00, 10.5 when there are decimals). You can add or remove lines and edit all amounts. Totals update automatically based on your organization’s tax mode (inclusive or exclusive).

Add any customer notes you want to show on the estimate, then click Create Estimate to save. You are returned to the estimates list.

2. Viewing estimate details (split view)

From the estimates list, click an estimate row to open its details in the panel on the right. You can review the estimate, print it, and use Convert to Invoice when the customer accepts. If you cancel from the edit page, you are taken back to the estimates list with that estimate’s details panel open.

3. Editing an estimate

Open an estimate from the list and click Edit Estimate. You can change the customer, dates, line items (add, remove, or change quantity, rate, discount, and tax), and customer notes. When you save, the estimate is updated and you are returned to the estimates list. Estimates do not have a draft/finalized workflow like invoices; they remain fully editable until you convert them to an invoice.

4. Converting an estimate to an invoice

When the customer accepts the estimate, you can turn it into an invoice without re-entering the data:

  1. Open the estimate from the estimates list.
  2. In the details panel, click Convert to Invoice.
  3. A new invoice is created with the same customer, line items, discount and tax, and totals. You are taken to the invoices list with that new invoice’s details panel open. The new invoice is created in Draft status so you can still adjust it if needed before finalizing. See Creating and managing invoices for the next steps.

5. Estimate reference numbers

Each estimate gets a unique reference number (e.g. EST-000456) when it is created. The number is generated automatically so you can identify and track estimates easily.

Summary

  • Create estimates with customer, line items, discount and tax; quantity and rate show decimals only when needed.
  • Estimates stay fully editable; use Convert to Invoice when the customer accepts.
  • After converting, the new invoice opens in the invoices list in Draft status; finalize it when you are ready to accept payments.