On vCita's Estimates page, you can check your estimate-related financial status at a glance, find any estimate in seconds, and handle estimates in minutes.
This article explains all the options that vCita provides to keep your estimates organized and processed so you can get more business:
Viewing the Estimates Page
The Financial Status summary at the top of the Estimates page lets you easily review what portion of your total proposals have been approved/invoiced, and how much is still outstanding. The Expiring Soon figure lets you know whether you need to act quickly and helps prioritize follow up.
To view a list of all the estimates that are open, or all estimates that are expiring soon, simply click the relevant part of the Financial Status summary bar.
The other features and options on the Estimates page are those that appear on all the main pages of the Payments module.
- For more details about these features and how to use them, refer to Overview of the Payments Module.
- For specific details about using the Sort and Filter options on the Estimates page, refer to Sorting and Filtering Estimates (below).
Sorting and Filtering Estimates
vCita's sorting and filtering options provide different views of the Estimates list and allow you to find the estimate you need in seconds.
Sorting the Estimates List
By default, the Estimates list is arranged according to creation date, with the estimate that you created most recently displayed first. For convenience, the list is divided according to months, so you can quickly check your monthly status (as shown in the diagram above).
To display a different arrangement of the Estimates list, click the Sort By field and select a sorting option from the list. Keep in mind that Creation date is the only sorting option that divides the list by months.
Filtering the Estimates List
The filtering options are in a separate collapsible pane on the right side of the Estimates page. To expand and collapse this pane, click the arrow.
There are two types of filtering options. These options can be used alone or simultaneously. When you use the two options together, remember that the list will display only estimates that fulfill both requirements.
- Filter by client name: To view only estimates associated with a certain client, enter part or all of the client's name in the field. The Estimates list (as well as the financial status summary at the top of the page) is automatically filtered as you type. For example:
- Filter by estimate status: By default, estimates with statuses of Draft, Sent, Approved or Invoiced are displayed in the Estimates list. The Status filter lets you control the statuses that are shown. For example, you might want to view all estimates that are going to expire soon.
To set status filters, click in the Status field to open the list. Check the estimate statuses that you want to see, and make sure that statuses you don't want to include are unchecked. When you are finished, click anywhere outside the status list.
Clicking Clear Selection removes your filters and resets the default filters.
Handling an Estimate
Clicking a row in the Estimates list opens the Estimate page for that estimate. This page shows more details about the estimate and displays the Items list. The Client pane on the right side of the page lets you easily check any data related to the client and allows you to perform many client-related operations, such as sending messages, sharing documents, booking appointments and more.
The estimate-handling toolbar (marked in red in the example below) provides a variety of options to help you handle and process the estimate. The different options are described in the table below the figure.
NOTE: The options available in the toolbar vary according to the current status of the estimate (Sent, Approved, Invoiced, etc.).
|Approve||Changes the estimate's status to Approved.|
|Download||Downloads the estimate as a PDF file.|
|Enables you to select print settings and print the estimate.|
|Access the following options by clicking|
|View Estimate||Opens the estimate in a new window, so you can view it in the format in which the client sees it.|
|Issue Invoice||Generates an automatic invoice based on the Items list in the estimate.|
|Send Reminder||Emails a reminder message to the client.|
|Edit||Opens the estimate in an editable format so you can update it as necessary.|
|Reject||Changes the estimate's status to Rejected.|
|Copy Estimate||Makes a duplicate of the estimate so you can send it to another client.|
|Send to Client||Resends the estimate to the client (by email).|