Build Your Team in Minutes
QuickEstimate is built for teams. Whether you're bringing on an estimator, a site manager, or a business partner, adding them to your account takes less than a minute—and you stay in full control of what they can see and do.
Invitations are sent by email and team members can join instantly without any technical setup. Once they accept, they're live in your account and ready to collaborate on estimates and proposals right away.
Step-by-Step: Inviting Your First Team Member
Follow these five steps to send your first invitation and get a colleague set up in QuickEstimate. The whole process takes under two minutes.
Go to Team Settings
All team management happens from a single place in your account settings. Start by navigating there from your dashboard.
- Click your profile avatar or business name in the top-right corner of the dashboard
- Select Account Settings from the dropdown menu
- Click the Team tab in the left-hand settings navigation
- You'll see a list of your current team members and an "Invite Member" button at the top right
The Team tab also shows you how many seats are available on your current plan, so you can check capacity before inviting.
Enter the Invitee's Email Address
Click "Invite Member" to open the invitation form. You can invite one person at a time or send multiple invitations in one go.
- Type or paste the email address of the person you want to invite
- To invite multiple people at once, click "Add another" and enter each address on a new line
- Double-check the email address—invitations are sent immediately and go directly to that inbox
- You can optionally add a personal message that will appear in the invitation email
If someone already has a QuickEstimate account under that email address, they'll be asked to accept the invitation to join your team—their existing account won't be affected.
Assign a Role
Before sending the invitation, choose the role that matches what this person needs to do in QuickEstimate. You can change it at any time after they've joined.
- Admin — Full access to all estimates, proposals, settings, and team management (excluding billing)
- Estimator — Can create, edit, and send estimates and proposals; cannot access account settings or team management
- Viewer — Read-only access to estimates and proposals; cannot edit or send anything
- Select the appropriate role from the dropdown next to each invitee's email address
Not sure which role is right? See the full permissions breakdown in Understanding Team Roles and Permissions.
Send the Invitation
Once you've entered the email addresses and assigned roles, you're ready to send. The invitation is delivered instantly.
- Review the email addresses and roles one final time
- Click "Send Invitation" to dispatch the invite
- The invitee receives an email with a secure one-click join link
- The join link is valid for 7 days—after that it expires and you'll need to resend
- Your Team page updates immediately to show the new member as Pending until they accept
You can resend or cancel a pending invitation at any time from the Team tab by clicking the ⋯ Actions button next to the pending member's name.
Team Member Accepts and Gets Started
When your colleague clicks the link in their invitation email, they're guided through a quick setup and land directly in your shared QuickEstimate account.
- The invitee clicks "Accept Invitation" in the email
- If they don't have a QuickEstimate account, they'll create one in seconds—name, password, done
- If they already have an account, they simply log in and confirm they want to join your team
- Their role and permissions are applied instantly—no further setup needed on your end
- You'll receive a notification confirming they've joined
Once accepted, the new member appears as Active in your Team tab and their activity will be visible in your team's activity log.
What Team Members Can Access After Joining
When a new team member accepts their invitation, their access is determined by the role you assigned. Here's a quick summary of what each role can do from day one:
- Admin: View and edit all estimates, proposals, clients, and settings; manage team members; cannot access billing
- Estimator: Create, edit, and send estimates and proposals; view all shared projects; cannot manage team or settings
- Viewer: Read-only access to estimates and proposals assigned to them; no editing or sending privileges
- All roles can leave comments on estimates and use the internal messaging features
- Project visibility settings can further restrict what individual members see, regardless of role
You can adjust any team member's role or access at any time from the Team tab in Account Settings.
Tips for Managing Your Team Effectively
A well-structured team setup saves confusion and keeps your QuickEstimate account running smoothly from day one.
Start with the Least Access Needed
It's easier to grant more permissions later than to fix accidental changes. Start new team members on Viewer or Estimator and promote them once they're familiar with the platform.
Assign Projects on Day One
As soon as a team member joins, assign them to the estimates and projects they'll be working on. It gives them immediate context and reduces back-and-forth questions.
Add a Personal Message to Invitations
The optional message field in the invitation form is a great place to say "Hi James, we're using QuickEstimate for all quoting—here's your invite." It reduces confusion and feels more professional.
Resend Expired Invitations Promptly
Invitation links expire after 7 days. If a team member hasn't joined, check the Team tab for pending invites and resend with one click before they lose the link.
Deactivate Promptly When Someone Leaves
When a team member leaves the business, remove their access immediately from the Team tab. Their work stays intact—only their login is revoked.
Use the Activity Log to Stay Informed
The team activity log shows you everything your colleagues have done—edits, sends, approvals. It's a useful way to stay across team progress without micromanaging.
Frequently Asked Questions
The number of team seats depends on your QuickEstimate plan. You can see how many seats are available on your current plan in the Team tab under Account Settings. If you need more seats, you can upgrade your plan at any time from the Billing page.
Yes. If the person you're inviting doesn't have a QuickEstimate account, the invitation email will guide them through creating one. It only takes about 30 seconds—they just need to set a name and password. Their new account is automatically linked to your team.
Ask your colleague to check their spam or junk folder for an email from noreply@quickestimate.io. If they still can't find it, you can resend the invitation from the Team tab—just click the ⋯ Actions button next to their pending invite and select "Resend Invitation".
Yes. You can update any team member's role at any time from the Team tab. Click the ⋯ Actions button next to their name and select "Change Role". The change takes effect immediately—no need to re-invite them.
This depends on the role you assign and your project visibility settings. Admins and Estimators can see all shared projects by default. If you want to restrict access to specific projects only, use the project visibility controls to set individual projects as private before the team member joins.
Team Member Invited — What's Next?
Learn how roles and permissions work so everyone has exactly the right level of access.