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Change the status of an estimate

A guide to changing the status of an estimate you've created in FreeAgent

Why would I need to change the status of an estimate?

For instance, if your client approves the estimate, you can mark it as Approved in FreeAgent. You can also mark an estimate as rejected if your client's not happy with it. You can take a sent estimate back to draft stage if you need to make any changes to it, or mark an estimate that you've saved a copy of as sent. And finally, you can convert an estimate quickly to an invoice.

This article explains how to do all of these.

Opening the estimate

From the All Estimates screen, select the estimate you're looking for, to open it.

Making your changes: Draft, Sent, Approved or Rejected...

You can see that this estimate is marked as sent.

I could now select this button here to make it a draft again, if I needed to make any changes to it...

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...And when it's in draft, I can select Mark as Sent to change it back to Sent.

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Select these buttons here to mark the estimate as approved or rejected by your client.

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Converting the estimate to an invoice or a project

And to convert the estimate to an invoice, select Convert to Invoice, here. You can only do this for estimates that are Sent - not for Drafts.

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Selecting Convert to Invoice automatically converts the estimate into a draft invoice and gives it the next invoice number in sequence, which will usually be a different number from the one it had as an estimate.

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Only once the estimate has been converted into an invoice will you be able to see it as a transaction in the Sales account.

You're then ready to work with the estimate you have just converted, as a draft invoice. For example, you might want to add more figures to the invoice, or send it to your contact.

You can also convert estimates to projects.

Can I see when changes were made to estimates?

You can indeed. There are two places you can look for this.

On the All Estimates page, select View History to see what's happened in the past to this estimate.

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You can also look under the open estimate to see its history.

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