Estimates & Invoices — Quote & Bill | FieldCamp

The FieldCamp Estimates and Invoices records: how they quote work and bill for it, with their fields, line items, deposits, payments, and path to paid.

Estimates quote the work, Invoices bill for it.

In FieldCamp these are two faces of the same kind of document record — each carries a customer, a list of line items drawn from your Price Book, a money breakdown of subtotal, discount, tax, and total, and a place to track deposits and payments.

They move with the Job: a request becomes an estimate, an approved estimate becomes a scheduled job, and a completed job becomes an invoice that gets paid.

Every new FieldCamp account ships with both records already enabled and connected to Customers, Jobs, and the Price Book, so you can quote and bill from day one — and the same records bend to your business as it grows.

What estimates and invoices capture

An estimate and an invoice share most of their shape. Both name a customer, hold a list of line items, roll those items up into a money summary, and carry the terms and notes that travel with the document.

They differ in lifecycle: an estimate moves from draft to sent and can be approved or declined, while an invoice tracks how much of the bill has been paid. The table below lists the fields that appear on a document out of the box.

Identity and the customer

Field	What it is
Estimate # / Invoice #	The document's number, assigned in order.
Title	A short name for the document.
Customer	The customer the document is for. Required.
Date	The estimate date or invoice date.
Due date	When payment is due. Invoices only.
PO number	The customer's purchase order reference.
Payment terms	When payment is expected — due on receipt, or net 7, 15, 30, or 60 days.

Line items and money

Field	What it is
Line items	The products and services on the document, each with a quantity, rate, and line total — drawn from the Price Book.
Subtotal	The total of the line items before discount and tax.
Discount	An amount or percentage taken off the subtotal.
Tax	Tax applied to the document, captured per line and rolled up.
Shipping	A shipping charge added to the total, when used.
Markup	An optional markup applied to supplies, labor, or both.
Total	The full amount the document comes to.
Deposit	The deposit requested up front, set as a percentage or a fixed amount with its own due date. Estimates.
Amount paid	What has been collected so far. On an invoice this is the payment running total; on an estimate it is the deposit paid.

Terms, notes, and sign-off

Field	What it is
Terms & conditions	The terms shown on the document, optionally loaded from a saved template.
Contract	A service agreement attached to the document.
Notes	Comments that appear on the document for the customer.
Private notes	Notes for your team that stay internal.
Signature	The captured sign-off from you and from the customer.
Status	An estimate's delivery status (draft or sent) and approval state (pending, approved, declined); an invoice's payment status (unpaid, partial, paid, overdue, or canceled).

FieldCamp stores estimates and invoices as the same kind of record. They share fields, line items, taxes, and the money summary, which is why both connect to Customers, the Price Book, and deposits in the same way.

The lifecycle is what sets them apart — an estimate is sent and approved, an invoice is paid.

How they connect

A document belongs to one customer, holds many line items, and rolls those items up through taxes into its total. An estimate can carry a deposit, and the deposit's payments carry forward to the invoice the estimate becomes.

The diagram below shows the records an estimate or invoice connects to directly.

Read the connections outward from a document:

One Customer can have many Estimates and many Invoices, but each document is for exactly one customer.
An Estimate can convert into an Invoice and can become a Job; a Job is in turn billed on one or more Invoices.
Both records contain line items, and each line item is a Price Book item with the tax it is charged.
An Estimate can offer several options (good, better, best) and can hold a Deposit, which is paid through one or more Deposit Payments.
An Invoice receives Payments until it is settled.

Because line items are drawn from the Price Book, the price and tax on a document start from your catalog and can be adjusted per line. See Price Book for how your services and products are priced.

From estimate to paid invoice

The two records form a single path from a first quote to a settled bill. A request is quoted into an estimate; the customer approves it; the estimate becomes a scheduled job; the finished job becomes an invoice; and the invoice is paid.

A deposit collected on the estimate carries forward so the customer is credited for what they already paid. The flow below shows that path and where deposits and payments enter.

A few moves on that path are worth calling out:

Quote and send

An estimate starts in Draft and moves to Sent with the Send to Client action. A sent estimate can be recalled to draft if you need to revise it.

Approve and collect a deposit

The customer approves or declines the sent estimate. If the estimate asks for a deposit, the deposit is collected against the estimate and its payments are tracked separately from the eventual invoice.

Convert to a job

An approved estimate becomes a Job with the Convert Estimate to Job action, carrying its line items and pricing onto the work order.

Bill the completed work

Once the job is done, the Create Invoice action turns it into an invoice. An estimate can also be converted straight to an invoice — and any deposit collected on the estimate is carried forward to it.

Take payment

A new invoice starts Unpaid. As payments come in, FieldCamp moves it to Partial, and once the paid amount reaches the total it moves to Paid.

An invoice past its due date is flagged Overdue. When an invoice tied to a job is paid in full, the job is marked Paid in return.

On the document page

This page comes with an out-of-the-box layout, built from building blocks. If you want to customize the blocks — reorder, add, hide, or group the sections below — you can. See Record layouts & building blocks.

The estimate and invoice pages are built from the same blocks, arranged into a Details tab and a More tab. The Details tab has a wide main column for the document itself and a sidebar for the price summary.

The Details tab, top to bottom:

Header — the document number, a status pill, and the document's actions. On an estimate: Send, Preview, Preview as Client, Create Task, Text Message, Duplicate, Generate Invoice, and Convert to Job. On an invoice: Send, Pay Now, Record Payment, Preview, Preview as Client, Create Task, Text Message, and Duplicate.
Basic information — the customer, the linked request or job, the title, the date and due date, payment terms, the PO number, and the signature toggles.
Estimate options — the good, better, best picker, shown when an estimate offers multiple options.
Line items — the products and services on the document, with quantity, rate, and total.
Terms & conditions and Contract — the terms shown on the document and any attached service agreement.

The sidebar carries the Price summary — subtotal, discount, tax, shipping, deposit, total, and amount paid — with the rows that apply to each document type.

The More tab gathers the document's paper trail: Attachments, Notes and Private notes, Custom properties (any fields you have added), and an Activity timeline of everything that has happened to the document.

The same estimate and invoice records serve a single-truck operator and a multi-location franchise, residential or commercial alike.

A one-person plumber sends a one-line estimate and a single invoice; a commercial contractor sends a multi-option estimate with a deposit, converts it to a multi-day job, and bills it across several invoices.

The building blocks are the same — ready on day one, and yours to tailor.

Make it your own

The default estimate and invoice are the starting point, not the limit. Each part of the document can be tailored without disturbing the connections underneath.

Price Book

The catalog every line item is drawn from. Set the prices, costs, and tax rates your documents quote and bill from.

Jobs

The work an estimate becomes and an invoice bills. See how a job is created from an estimate and how paying its invoice marks it paid.

Customers

The customer every estimate and invoice is for. One customer can have many of each.

Stages & workflows

Rename, reorder, add, or remove the document stages — from draft and sent through unpaid, partial, and paid — so the flow matches how you quote and bill.