February 18, 2026
4 min read
Quickestimate
Setting Up Your Brand
Before generating your first proposal, make sure your brand assets are uploaded in Settings → Branding. QuickEstimate uses these on every proposal you generate.
| Asset | Recommended specs | Where it appears |
|---|---|---|
| Company Logo | PNG, minimum 400px wide, transparent background | Cover page header, footer of all pages |
| Brand Color | Hex code (e.g. #1a4a8f) | Cover page accent, section dividers |
| Company Address | Full trading address | Footer, cover page |
| License/Registration # | Optional, for compliance | Footer |
You can preview how your branding looks before sending by generating a Draft Preview — a watermarked version that won't be tracked as "sent" in your client history.
Generating the PDF
Open the estimate you want to convert
Navigate to Estimates and click on the estimate. Make sure the margin health indicator is green before proceeding.
Click "Generate Proposal"
This button appears in the top-right corner of any estimate. QuickEstimate will compile your cost summary, project details, and terms into a formatted PDF document.
Customize the cover page
Add a personal message or project overview in the Cover Note field. This appears on the first page as a brief introduction to the proposal — optional but recommended for larger projects.
Choose what cost detail to include
Select whether clients see a full itemized breakdown, a summary by category, or just the total price only. Choose the level of detail appropriate for your client relationship.
Sending to Clients
Once the PDF is generated, you have three ways to get it to your client:
📧 Email via QuickEstimate
Send directly from the platform. The client receives a branded email with a secure link to view and approve the proposal online.
🔗 Shareable Link
Copy a secure URL to share via SMS, WhatsApp, or any messaging app. The link is unique per proposal and expires after 60 days.
⬇️ Download PDF
Download the PDF and attach it to your own email or hand it to clients in person. Note: this method can't track approval status.
🖨️ Print
Print a physical copy directly from the preview. Useful for site visits or in-person presentations.
Tracking Approval Status
When you send a proposal via QuickEstimate email or shareable link, you get real-time status updates in your Proposals dashboard:
| Status | What it means |
|---|---|
| Sent | The proposal has been delivered to the client's inbox or shared via link |
| Viewed | The client has opened the proposal (timestamped) |
| Approved | The client has clicked "Approve" — you'll receive an email notification immediately |
| Declined | The client has declined — a reason box prompts them for optional feedback |
| Expired | The proposal link has passed its expiry date — you can resend with a new link |
Client approval = legally acknowledged. When a client clicks Approve, QuickEstimate records their name, timestamp, and IP address as a digital acknowledgment. While not a formal e-signature, this provides a clear paper trail.
Resending & Revising
If a client requests changes, go back to the original estimate, make your edits, and click Generate New Version. QuickEstimate will create a v2 of the proposal. The original version is archived, and the client will receive a new link pointing to the updated version.
You can view the full version history of any proposal by clicking History in the proposal detail view.