Estimates

An estimate is a quote you send a client before the work starts. In VertaFlow you build it from line items, share it, mark it accepted, and convert the win straight into an invoice.

The Estimates list

Open Estimates from the sidebar. You can filter by status (Draft, Sent, Accepted, Declined, Expired, Converted) and search by number, email, or notes. Each row shows the estimate number, issue date, status, total, and expiry.

Build an estimate

1. Click New estimate.
2. Optionally pick a client and set an expiry date.
3. Add line items — each has a description, quantity, and unit price. Click + Add line for more rows; the line and running totals update as you type.
4. Optionally set a tax amount, notes (internal or client-visible), and terms (pre-filled with “Payment due within 30 days of acceptance.”).
5. Click Create estimate.

Estimate numbers are assigned automatically per workspace in the form EST-####. Totals are recomputed on the server when you save, so the figures on the saved estimate are authoritative.

Send / share an estimate

On the estimate’s detail page you have two ways to get it to the client:

Mark as sent

Enter the client’s email and click Mark as sent. This records who it went to and flips the status to Sent. Use this when you’ve emailed the quote yourself or want to track that it’s out.

Share a public quote link

Click Share Quote to generate a public, token-based link in the form:

https://app.vertaflow.io/quote/<token>

Anyone with the link can view the quote and accept it — no VertaFlow login needed. Click Copy to grab the URL and send it however you like. When the client accepts on that page, the estimate is marked Accepted back in your workspace.

You can also mark an estimate Accepted yourself from the detail page once it’s in the Sent state.

Convert to an invoice

When a client-linked estimate is accepted, click Convert to invoice. VertaFlow creates a draft invoice from the estimate’s line items and drops you on the new invoice, where you can send a payment link. The original estimate moves to Converted.

Note

Convert is only available when the estimate has a client attached and isn’t already converted.

Other actions

• Delete removes the estimate (you’ll be asked to confirm).
• Line items are read-only on the detail page — to change them, build a new estimate.