In this article, you'll learn how to read the Estimates report: what the five tiles mean, how the two tables break your quotes down, and how to spot the customers who opened a quote but never answered. It's the quickest way to see how much of your quoting turns into paid work.
The report is the same on the web CRM and the phone app. The numbers come from one place, so a phone and a desktop always agree.
To open the Estimates report:
- In the menu, click Reports.
- Under Business reports, click Estimates.
On the app, tap Reports in the menu, then Estimates under Business reports.
Picking the date range
The range decides which estimates the report counts. It goes by the date each estimate was created, so a quote you wrote last year that the customer approved this week is counted under last year.
- At the top right, click Last 30 days, Last 90 days, This year, Last 12 months or All time.
- The whole page updates: the tiles and both tables.
The report opens on Last 12 months, which starts on the first of the month eleven months back. This year starts on January 1.
On a phone, in the app or in a phone browser, the five pills are replaced by one Range field. Tap it and pick a window from the sheet.
The tiles at the top
- Estimates is how many estimates were created in the window. Estimates you've deleted aren't counted.
- Total value adds up the totals of all of them, whatever their status.
- Approved value adds up the ones that are Approved or Won. The line under it tells you how many, like "4 approved".
- Approval rate is approved estimates divided by sent ones. Anything still at Unsent isn't counted as sent, so a pile of drafts doesn't drag the number down. The line under it shows how many went out, like "of 12 sent". If nothing has been sent yet, the tile shows a dash.
- Became jobs is how many estimates in the window were turned into a job.
The By status table
This rolls the window up into one row per status, in this order: Unsent, Pending, Approved, Won, Declined, Archived. Only statuses you actually have in the window show up. Each row has:
- Status
- Estimates, the count
- Value, the total of those estimates
- Share, that status's slice of all the estimates in the window
It's a fast way to see where quotes are stalling. A big Pending row means a lot of money is waiting on a decision.
The All estimates table
Below that is every estimate in the window, newest first. The columns are:
- Estimate, the estimate number
- Created
- Client
- Status
- Total
- Sent, the date it went out, or a dash if it hasn't
- Views, how many times the customer opened the estimate link
- Last viewed, the date and time of the most recent open
- Responded, the date the customer approved or declined
- Became, the job number it turned into. Click it to open the job.
On a phone, each row shows as its own card with the estimate number across the top and the other columns labelled underneath. In the app, a long list loads fifty rows at a time; tap Show 50 more at the bottom for the next batch, and pull down to refresh the report.
Following up on estimates that were viewed
Views and Last viewed only fill in when the customer opens the estimate from the link in your text or email. Look for rows with views but no Responded date. Those people have read your quote and gone quiet, so they're the best ones to call or text first.
For more on how views are tracked, see How to know when a customer has viewed an estimate.