Creating Estimates | FieldCamp

Estimates (also called quotes) are how you price work before it starts. FieldCamp lets you build detailed, professional-looking estimates in minutes, send them to clients for approval, and convert them into jobs with one click once approved.

The Fastest Way: Ask the Command Centre

Open the Command Centre and describe the estimate you need:

• "Create an estimate for Sarah Johnson -- AC repair, $450"
• "Quote the Smith Residence a full kitchen plumbing renovation"
• "Build an estimate for ABC Property Management -- annual HVAC maintenance, 12 units"

The Command Centre creates the estimate, adds line items, applies tax, and lets you review before sending. See AI Skills for the full list of things you can ask.

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Creating an Estimate Manually

Step 1 -- Start a New Estimate

There are several ways to start:

Step 2 -- Select a Client

Start typing the client name and select from the dropdown. FieldCamp auto-fills the billing address, contact information, and any default tax settings.

If the client does not exist yet, click Add New Client in the dropdown and fill in their details without leaving the estimate form.

Step 3 -- Add Line Items

Each line item includes a description, quantity, rate, and optional tax.

From the Price Book -- Click Price Book, browse or search your products and services, and add items with pre-set pricing. Adjust quantities as needed.

Manual entry -- Click the description field and type the service or product details. Set the quantity and rate, and the amount calculates automatically.

Sections -- For complex estimates, click Add Section to group line items under headings like Labor, Materials, or Optional Add-Ons. Each section shows its own subtotal.

Step 4 -- Set Tax and Discounts

Select a tax rate for each line item or apply tax at the estimate level. You can apply discounts as a percentage or fixed dollar amount per line item or on the subtotal.

Step 4b -- Pricing: Markup, Discounts, and Shipping

The price summary area below your line items is where you fine-tune the final number your customer sees. You can add markup, apply a discount, and include shipping charges -- all in a few clicks.

Markup

Markup is your profit margin added on top of costs. It is the difference between what the work costs you and what the customer pays.

To add markup, click Markup in the price summary area. You have two options:

You can apply markup to materials only, labor only, or both materials and labor. Each estimate option (if using multi-option mode) can have its own markup, so you can offer different profit margins across pricing tiers.

Example: Your costs are $1,000 in materials and $500 in labor. You add a 20% markup on both. That adds $300 in markup, and the customer sees $1,800 before tax and discounts.

Discounts

Discounts reduce the estimate total by a percentage or a fixed dollar amount. Unlike markup, discounts are applied at the estimate level -- they apply to the entire estimate, not to individual line items or options.

To add a discount, click Discount in the price summary area. In the discount modal, enter the value and choose whether it is a percentage or a fixed amount.

Shipping

When your estimate includes physical products that need to be shipped, you can add shipping charges. Click Shipping in the price summary area to open the shipping modal, where you can fill in:

• Shipping amount -- The cost of shipping
• Ship date -- When the shipment will go out
• Ship via -- The carrier (e.g., UPS, FedEx, USPS)
• Tracking number -- So the customer can track delivery
• FOB point -- The point where ownership transfers to the buyer

Price Summary

After adding line items, markup, discounts, tax, and shipping, the price summary shows the complete breakdown:

This breakdown appears on the estimate document your customer receives, so they can see exactly how the total was calculated.

Step 5 -- Add Notes, Terms, and Attachments

• Customer notes -- Visible on the estimate. Use these for special instructions or value propositions.
• Internal notes -- Only your team sees these. Use for pricing justification or follow-up reminders.
• Terms and conditions -- Attach your standard terms or customize per estimate.
• Contracts -- Link a service contract for formal agreements.
• Attachments -- Drag and drop files (PDF, JPG, PNG) to include brochures, reference photos, or specifications.

Step 6 -- Save

• Save as Draft -- Continue editing later.
• Save and Preview -- See exactly what the client will see.
• Save and Send -- Deliver the estimate immediately by email.

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Estimate Statuses

Every estimate moves through a lifecycle:

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Sending an Estimate

Click Send to deliver the estimate by email. You can configure:

• To -- The client's email (auto-filled from their profile)
• CC / BCC -- Additional recipients such as property managers or your sales manager
• Subject line -- Customize or use the default format
• Message body -- Add a personal note, highlight urgency, or explain next steps

Clients receive a link to view the estimate online, where they can approve, reject, or request changes. They can also download a PDF.

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Collecting Deposits

If you require an upfront payment before starting work, add a deposit to the estimate. When the client approves and pays the deposit, FieldCamp tracks the amount and automatically deducts it when you create the invoice later.

See Deposits for the full setup guide.

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Converting an Approved Estimate

Once a client approves, the typical next step is converting the estimate into a job:

1. Open the approved estimate
2. Click Convert to Job
3. All line items, pricing, and client details carry over
4. Schedule the job and assign your team

For the complete conversion walkthrough, see Estimate to Job or the full Estimate to Job to Invoice flow.

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Multi-Option Estimates

Sometimes a single price does not fit. Multi-option estimates let you present two or more pricing tiers on the same estimate so the customer can choose the one that works for them.

Example: You quote a homeowner three options for a bathroom remodel:

The customer reviews all three and approves the one they want -- no back-and-forth emails needed.

Enabling Multi-Option Mode

1. Open a new or existing estimate
2. Toggle Multi-Option at the top of the estimate form
3. FieldCamp converts the current line items into Option 1 and adds tabs for managing options

Adding Options

Click Add Option to create a new option. You have three choices:

Each option has its own line items, subtotal, tax, and total. Options are color-coded so you can tell them apart at a glance.

Reordering, Duplicating, and Deleting Options

• Reorder -- Drag the option tabs to change the display order
• Duplicate -- Click the option menu and select Duplicate to copy it
• Delete -- Click the option menu and select Delete (you must keep at least one option)

What the Customer Sees

When you send a multi-option estimate, the customer sees all options laid out side by side (or stacked on mobile). They review the descriptions and totals, then click Approve on the option they prefer. Only the selected option moves forward when you convert to a job.

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What Your Customer Sees (Document View)

When you send an estimate by email, the client receives a link to view it online. The document view is a clean, branded page that shows:

• Your company logo, name, and contact information
• The estimate number, date, and expiration date
• All line items (or all options, if multi-option is enabled) with descriptions, quantities, rates, and totals
• Tax, discounts, and the grand total
• Any customer-facing notes, terms, and attachments

From this page the customer can:

Once the customer approves, the estimate status updates to Approved and you can proceed to convert it to a job.

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Change Orders

Change orders happen when the customer approves your estimate but then the scope changes — extra work discovered on-site, upgraded materials requested, or a new room added to the project. FieldCamp handles this without creating a new estimate from scratch.

When to Use a Change Order

• Customer approved the original estimate but now wants additional work
• Technician discovers unexpected issues on-site (e.g., water damage behind a wall during an HVAC install)
• Customer upgrades materials mid-project (standard thermostat → smart thermostat)
• Scope reduction — customer decides to skip part of the work

How to Create a Change Order

1. Open the approved estimate
2. Click Revise Estimate to unlock editing
3. Make your changes:
   • Add line items for new work or materials
   • Remove line items that are no longer needed
   • Adjust quantities or pricing on existing items
   • Add a new option if you want the customer to choose between the original and revised scope
4. Add a note explaining what changed and why (visible to the customer)
5. Click Save and Re-send — the customer receives the updated estimate for approval

What Happens After

• The revised estimate keeps a version history linking back to the original
• The customer sees the updated total and can approve or reject the changes
• If approved, the updated line items flow through to the job and eventual invoice
• Original estimate status changes to Revised

Example

Sarah Johnson approved a $2,500 bathroom renovation estimate. During demolition, the team discovers water damage that needs repair first.

1. Open Sarah's approved estimate
2. Click Revise Estimate
3. Add a new line item: "Water Damage Repair — $800"
4. Add a note: "Water damage discovered behind shower wall during demolition. Repair required before tile installation can proceed."
5. Re-send — Sarah sees the updated total ($3,300) and can approve the additional work

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Managing Estimates

Preview

Click Preview to see the estimate exactly as your client will see it -- branded layout, pricing breakdown, terms, and approval buttons.

Edit

You can edit an estimate when it is in Draft, Sent, or Viewed status. Once an estimate is Approved or Converted, it locks to preserve the agreed terms.

Duplicate

Click Duplicate to create a copy with a new estimate number and today's date. Useful for quoting similar work for a different client or property.

Delete

Draft estimates can be deleted. Sent estimates should be voided rather than deleted to maintain your audit trail.

Digital Signatures

You can require your signature, the client's signature, or both on any estimate. See Digital Signatures for setup details.

Related Articles

• Estimate Options and Templates — multi-option quotes and reusable templates
• Estimate to Job to Invoice — convert approved estimates into jobs and invoices
• Contracts, Terms, and Attachments — add legal terms and files to estimates
• Digital Signatures — require client signatures on estimates
• Tax Settings — configure tax rates for your estimates and invoices