Estimates
Common questions about managing, sharing, and tracking estimates in PaintScout including statuses, archiving, PDFs, and customer visibility.
Answers to common questions about managing, sharing, and tracking estimates in PaintScout, including statuses, archiving, PDFs, and customer visibility.
What do the colored dots (statuses) mean?
All estimates start as drafts when initially created. These drafts are not factored into Win Rate calculations.
Once sent, the estimate status changes to Sent and is now included in Win Rate calculations. Keep in mind, even if you send it to yourself, the status will change. You can review who the estimate was sent to by checking its activity.
When someone views the estimate, it shifts to Viewed. Note that opening the estimate, even if sent to yourself, will change the status. For a link that doesn't trigger a view, you can use the preview link found in the copy estimate link section.
Once the estimate is accepted, it moves to the Accepted status. It's best to limit changes at this point, as customers have accepted it in its current state. If changes are necessary, utilize the additional work feature. If invoicing through PaintScout, make any changes directly to the invoice.
If the estimate is declined, its status changes accordingly. This can be manually done or, if enabled in settings, by customers. Review the estimate's activity for any notes or reasons provided for the decline.
On Hold status means that the estimate is temporarily paused and not actively being pursued. You or your customer can resume work by updating the status to accepted or declined.
Invoiced indicates that the estimate has been converted into an invoice and sent to the customer for payment. Invoiced estimates will still count towards your Win Rate.
How do I manually change the estimate status?
1. Navigate to the upper left of the estimate, where the type and status are indicated. Click on the Status and a pop-up menu will appear.
2. Select the appropriate status from the dropdown to manually move the estimate along its lifecycle.
3. After you make a change, you can also leave a note allowing you to provide context for you and your team.
This will show as an internal banner along the top of your estimate:
Please note that manually changing the estimate status will not trigger any automatic emails or notifications.
How do I unarchive an estimate?
Click your Estimates tab.
Click on the Advanced Search and Report button on the right-hand side of the search bar.
Under the Archived section select Only Archived. This will populate a list containing all of your archived estimates.
Search and select the estimate you would like to make active again.
Once in the estimate, select the drop-down next to the Send button and press Unarchive Estimate.
Your estimate has now been restored to active status and will be included within your dashboard metrics and searchable under your Estimates tab.
How to archive & delete items from estimates
To ensure you don't accidentally delete your hard work, areas and line items cannot be deleted directly from the estimate. You must first archive it.
By archiving items, they will appear in the Archived section of your estimate. From there, you can move them back to the estimate, or delete them!
How to archive an area or line item from an estimate
Method 1: Click the checkbox of the area/line item you would like to archive. Then select archive from the toolbar along the bottom.
Method 2: Click the 3-dot icon to the right of the item, then select archive.
How to archive a substrate from an area
Open the area, click the three dots to the right of the surface and select archive.
How to view archived items
Items will then appear in the Archived section of the estimate. You can access this section by opening the archived tab at the top.
Items that are saved in the archived section can be added back to the estimate at a later time, or permanently deleted. You can also keep items in the archived folder. They are not visible to the client on the estimate or to your crew on the work order.
How to move archived items back to the estimate
Method 1: Open the archived section and check the boxes next to the item(s) you wish to unarchive. Afterward, simply click Move to Estimate from the toolbar along the bottom. This approach is particularly useful when you need to unarchive multiple items at once!
Method 2: Click the 3-dot icon to the far right of the item you want to unarchive and select Move to Estimate.
How to permanently delete items
If you want to remove items from your estimate, start by archiving them. In the Archived section of your estimate, choose the item you want to delete either by using the checkboxes on the left side of the item or the three-dot icon on the right side.
Keep in mind that this action will permanently delete the item from your estimate, and there's no way to retrieve it afterward.
How do I download a PDF?
Simply click on the drop-down menu next to the send button.
Choose the Download Estimate option for a copy of the estimate or select Download Work Order for a copy of the work order.
Your download will start automatically and save the PDF directly to your device!
How to print an estimate
For Estimators
Click the dropdown next to the send button and select Download Estimate.
This will generate a PDF download of your estimate to your device.
Locate the PDF in your device's files and follow your usual printing process.
For Customers
When your customer opens their estimate, they'll see a More dropdown next to the accept button.
From the dropdown, they can choose the Print Estimate option.
How to add a document to an estimate
Create a General Document
The most impactful way to include a document like a certificate of insurance, warranty details, licensing, or even color selection sheet is by uploading the PDF file to your Presentation.
Here's how to do it:
Click the person icon in the top right of your page and go to your Account Settings > Presentations section. Click the presentation you want to edit.
Locate the page where you want to add the document and click on Add Section from the toolbar on the left.
Select the Documents section.
From there, upload your document in PDF format and make any necessary adjustments to the title and description — You can see a preview of your changes in the right window. To include more documents select +add document and repeat the process.
Adding a specific document to an estimate
In certain situations, you might need to incorporate a client-specific document into an estimate.
Here's what you can do:
On the Documents section you just created, select the Advanced tab at the top.
Click the Allow Estimators to Customize or Hide this section on each quote checkbox. You will then be able to add more documents to a presentation directly within the estimate.
Click the Presentation tab at the top of your estimate. The documents section should be showing, which you can then select to edit
You can then add another document which will only appear on this specific estimate.
Alternatively, you could add the PDF document to a line item as a screenshot.
Capture a screenshot of your PDF document and save it as a .jpg or .png file.
On a line item or designated area, click on Add Media and upload the saved screenshot.
You now have the option to enter a title, and caption and specify whether you want this image to appear on the estimate, the work order, or both.
How to change an estimate ID
Each estimate is automatically assigned an estimate ID, which cannot be changed individually to avoid duplicates.
However, we can change the starting ID. To request a new starting number for the ID sequence on estimates, invoices, or both, please contact us at support@paintscout.com.
Do I need to resend the estimate for my customer to see changes?
No. PaintScout estimate links are live links. Any edits you make after sending automatically appear the next time your customer opens or refreshes the link. No resend is required.
Will my customer be notified when I make a change to their estimate?
No. Customers do not receive automatic notifications when you edit an estimate. The link is live, so changes appear on their next visit. Resend the estimate to confirm they see the latest version and to create a version log in your Activity section.
Why can't I send an estimate, invoice, or payment request email?
If you are unable to send a payment request, estimate or invoice email due to an error with the customer's email address, the document may be using an older version of the contact.
To verify this:
Open the estimate or invoice and click Edit Contact.
If you see an Update to latest contact banner, apply it and see if the email address updates.
Try sending again.
How do I stop customers from viewing an estimate?
Uncheck the client visible setting in the estimate's Advanced section to block customer access. The customer will see a message prompting them to contact their estimator.
Here's how to do it:
In the estimate, open the menu sidebar.
Select the advanced section
Uncheck the option for client visible.
When your customer now tries to view the estimate they will be met with a message prompting them to get in touch with their estimator.
The customer's ability to view the estimate will remain blocked until the client visible box is checked again.
Do changes on the estimate update the invoice?
No. Once an invoice is created from an estimate, the two documents are independent. Changes to the estimate do not affect the invoice.
Why can't I find every estimate when adding an invoice from a contact or company?
When you add an invoice from a contact or company, PaintScout lets you search estimates that do not already have a linked invoice.
If an estimate does not appear in search, it likely already has a linked invoice.
On a company record, estimates appear through associated contacts. If the estimate is not linked to one of that company's contacts, it will not appear on the company page.
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