OFFICE: Estimates
Create and manage estimates in Unificus, then convert them to invoices once approved.
What is an Estimate?
An Estimate serves as a preliminary proposal that you can send to contacts for approval. Once they accept, you can automatically transform it into an Invoice.
You have two options when creating estimates:
- Static Estimate: Send a fixed set of offerings for approval
- Dynamic Estimate: Present multiple options and let prospects choose which items to include
Important: All estimates are generated using the timezone set in your Company/Profile Settings, not the individual user’s timezone settings.
Learn about Company/Profile Settings
How do I create an Estimate?
Begin by navigating to Office > Estimates. Click the +Add Estimate button or the arrow next to it to select your estimate type.
Choose between Standard / Static or Offer Choice of items / Dynamic Choice.
Standard / Static Estimate
Complete the following fields to build your estimate:
Assign User(s): Select the contact(s) who will receive the estimate for approval. You can pick multiple contacts—each will receive a unique estimate. Check the duplicate option to assign the estimate to Circle(s) as well.
Title: A name for your estimate that contacts will see.
Valid Until: The deadline for approval. The estimate expires the day after this date.
Tip: If not approved by the deadline, the estimate expires. To resend it, update the “Valid Until” date first.
Converted Invoice Relative Due Date: Number of days after estimate conversion when the invoice becomes due. For example, converting on the 20th with 5 days due means the invoice is due on the 25th.
Internal Notes: Staff-only comments that contacts cannot view.
Add billable items, discounts, taxes, and subscription plans by selecting from dropdowns or creating new ones via +Add New buttons. The summary section updates instantly.
Learn more about Items, Add-ons, Packages, Discounts, and Taxes
Learn about Subscription Plans
Currency: Select the currency for your estimate.
Allow Partial Payment: Enables partial payments on the converted invoice.
Disable Online Payments: When enabled, contacts won’t see online payment options when the invoice is generated. This applies automatically if you lack a payment gateway.
Use a third-party link to payment: Set a custom payment link. Note: Payments won’t be tracked automatically and must be recorded manually.
Available Gateway(s): Select multiple gateways you’ve created. A gateway is required for online payments.
Learn more about Payment Gateways
Custom Fields: Any custom invoice fields appear here. Check boxes to include them on the invoice.
Learn about Invoice Custom Fields
Assign Automations to trigger when the estimate converts to an invoice. The Convert to Client automation triggers by default.
The Estimate Number auto-generates but you can customize it.
Enable automatic invoice generation when the estimate is approved, or leave it unchecked to convert manually.
Send email notifications to the contact when the estimate is saved as open and when the invoice is generated.
Add Terms & Conditions and Notes visible to your contact. These auto-fill if you’ve entered them in Estimate Settings.
Learn more about Estimate Settings
Attach Files: Select or drag-and-drop files into the attachment area.
Learn more about File Attachments
When finished, click Save as Open to activate it (visible to contacts) or Save as Draft to keep it hidden.
Organization Address: Your company information.
“Bill To” Name: The contact the estimate is assigned to.
“Bill To” Address: The address of the contact receiving the estimate.
Use placeholders to auto-fill information. Blank fields default to global estimate settings.
Learn more about Global Estimate Settings
Offer Choice of items / Dynamic Choice
Complete these fields to create your dynamic estimate:
Assign User(s): Select contact(s) to receive the estimate. Each gets a unique copy. Optionally assign to circles as well.
Title: A name your contacts will see.
Valid Until: The approval deadline. The estimate expires the following day.
Tip: Expired estimates won’t reopen unless you update the “Valid Until” date.
Converted Invoice Relative Due Date: Days until invoice is due after conversion.
Internal Notes: Staff-only comments invisible to contacts.
Add items, add-ons, packages, discounts, taxes, and subscription plans. Click the tick icon next to line items to make them required (a lock icon appears). All other items are optional.
The summary updates in real-time as you add options, but changes based on what your contact selects.
Currency: Choose the estimate currency.
Allow Partial Payment: Allows partial payments on the converted invoice.
Disable Online Payments: Prevents online payment options when the invoice is generated. Applies automatically without a gateway.
Use a third-party link to payment: Add a custom payment link. Payments won’t be tracked and must be recorded manually.
Available Gateway(s): Select multiple gateways you’ve created. Required for online payments.
Learn more about Payment Gateways
Custom Fields: Include custom invoice fields by checking the relevant boxes.
Learn about Invoice Custom Fields
Assign Automations to trigger at invoice conversion. The Convert to Client automation triggers automatically.
Customize the Estimate Number or let it auto-generate.
Enable automatic invoice generation when approved, or convert manually.
Send email notifications when the estimate is saved as open and when the invoice is generated.
Include Terms & Conditions and Notes visible to your contact. These auto-fill from Estimate Settings if previously entered.
Learn more about Estimate Settings
Attach Files: Select or drag-and-drop files.
Learn more about File Attachments
Click Save as Open to activate the estimate or Save as Draft to keep it private.
Organization Address: Your company details.
“Bill To” Name: The receiving contact.
“Bill To” Address: The contact’s address.
Use placeholders to populate fields automatically. Blank fields use global settings.
Learn more about Global Estimate Settings
Can I further customize my Estimate?
Yes! Add your logo, set a default number prefix, and make other changes to your estimate.
Learn more about Estimate Settings
What happens next?
Your contact accesses the estimate via Office > Estimates.
They can click the estimate name to view it, or use the Options menu.
For Static Estimates: The contact sees an Approve button. They click it to approve.
For Dynamic Estimates: Required items show a grey circle with a tick. The contact ticks any additional items they want and clicks Confirm Choices.
One-time and subscription charges update automatically as selections change.
After confirming, a confirmation button appears with a Start over link to reset their choices.
Once approved, the estimate converts to an Invoice (automatically or manually, depending on your settings). It then appears under Office > Invoice for both you and the contact. They can pay just like a regular invoice.
Tip: If your estimate has no discounts, the discount column won’t appear.
What if I want the Client to see and approve the Estimate from outside of the platform?
Provide your contact with an Estimate Link so they don’t need to log in. Viewing and approving through the link is still recorded in Unificus.
Go to Office > Estimates, click the Options menu for an open estimate, and select Copy Estimate Link.
Share this link via email or another method. It displays the estimate exactly as it appears in the platform.
Test the link in a private or different browser. If you view it, it marks as viewed by the client, but you can use Mark Unseen to reset it.