Who This Is For / When to Use
This feature is for businesses that need to send professional estimates, collect client approvals, and seamlessly convert accepted estimates into invoices without duplicate data entry.
Use this when you want:
Client approval before invoicing
Visual clarity with photos and attachments
Installment or scheduled payments
Centralized tracking of estimate status
Overview of the Estimates Feature
The Estimates feature allows businesses to create and share estimates with clients, offering a structured way to confirm project details before invoicing.
Businesses can:
Create professional estimates
Track estimate status
Collect electronic accept/reject responses
Convert accepted estimates into invoices
All actions are managed within the Payments system.
Key Features and Benefits
Create and Share Estimates
Generate detailed estimates with:
Business information
Customer details
Itemized products or services
Send estimates via email or SMS for fast delivery and review.
Client Interaction
Clients can accept or reject estimates electronically.
Rejected estimates allow clients to leave notes explaining their decision.
Reduces delays and manual follow-up.
Add Photos in Estimates
Attach up to 4 photos per line item.
Customers see thumbnails under each item.
Clicking a thumbnail opens a full-screen image gallery.
Useful for:
Color or model options
Before-and-after photos
Visual clarifications
Easy Conversion to Invoices
Accepted estimates can be converted directly into invoices.
No re-entry of data is required.
Ensures accuracy and faster billing.
Tracking and Management
Track estimate status from the dashboard:
Draft
Sent
Accepted
Declined
Invoiced
Maintains a full record of client interactions and sales activity.
Customization Options
Customize estimates with:
Company branding
Terms and conditions
Notes and additional information
Ensures consistent and professional communication.
Real-Time Multi-Currency Dashboard Stats
Dashboard supports real-time multi-currency conversion.
All estimate and invoice values display in one consistent currency based on the account’s location.
Automatically converts and combines currencies (for example, CAD to USD).
How to Use the Estimates Feature
Step 1: Access the Estimates Section
Navigate to your account in Kyrios.
Select Payments from the left menu.
Hover over Invoices & Estimates.
Click Estimates.
Step 2: Create an Estimate
Click New Estimate.
Enter required details:
Business information
Customer information
Estimate number
Expiry date
Add Products or Services
Add line items to the estimate.
Product descriptions can be imported automatically.
To enable product description import:
Go to Invoice Settings
Open Product Settings
Toggle Import Product Description ON
This allows longer descriptions and improves consistency.
Add a Payment Schedule
Click Add Payment Schedule under Amount Due.
Select a schedule type:
Percentage-based
Fixed-amount
Configure:
First payment timing (on acceptance or custom date)
Subsequent payment intervals or dates
This allows installment-based estimates.
Attach Files to Estimates
Attach up to 10 files per estimate.
Maximum total size: 20MB.
Supported for:
Estimates
Invoices
Recurring invoices
Attachments are included in the initial email sent to the client.
Important:
Attachments are not included in scheduled or follow-up emails.
Custom Values and Opportunities
Add custom values to opportunities to auto-populate estimates and invoices.
Generate invoices directly from opportunities using templates that pull in custom field data.
Note: Attachments are sent only with the initial email when the estimate or invoice is first sent, not with the ones that are subsequently scheduled.
Auto-Invoicing Post Acceptance
Enable Auto-Invoicing Post Acceptance to automatically create an invoice once an estimate is accepted.
Optional Direct Payment redirection sends clients straight to the invoice payment page.
Requirements:
The client must acknowledge the estimate before payment redirection.
Send the Estimate
Click Send to deliver the estimate via email or SMS.
Note:
Estimates can also be sent directly from a contact record with auto-filled details and tracked in the Estimates Dashboard.
Step 3: Add Photos in Estimates
Go to Payments → Invoices & Estimates → Estimates → New Estimate.
Add a product or service line.
Click Upload Images.
Select images from media storage or upload directly.
Add up to 4 images per line item.
Send the estimate.
Clients will see thumbnails and can open images in a full-screen gallery.
Step 4: Client Interaction
Clients can accept or reject estimates.
Accepted estimates update automatically.
Rejected estimates allow client notes.
You can also manually mark estimates as accepted or rejected if confirmation is received verbally.
Step 5: Convert to Invoice
Open the accepted estimate.
Click Convert to Invoice.
Send the generated invoice for payment.
Step 6: Track and Manage Estimates
View all estimates by status in the dashboard.
Use the three-dot menu → View History to see:
Sent
Edited
Viewed
Signed activity logs
You can also monitor pipeline value and internal notes.
Customization
Add branding and terms in Settings.
Ensures every estimate aligns with your business identity.
Estimate Templates
Users can create reusable estimate templates.
How to Use Templates
Go to Payments → Invoices & Estimates → Templates.
Click New Estimate Template.
Enter template details.
Save the template.
Use Clone to duplicate templates when needed.
Note:
Some details may require manual adjustment after cloning.
Pro Tips
Use templates for consistency and speed.
Follow up on sent estimates that remain pending.
Use internal notes to document client feedback or changes.
FAQ
Can I edit an estimate after it has been sent?
Yes. You can edit an estimate as long as it has not been accepted. After editing, resend it to the client.
How do I know if a client has viewed the estimate?
The estimate status updates automatically when a client views it.
Can I set automatic reminders for pending estimates?
Yes. Reminders can be configured for estimates awaiting acceptance or rejection.
Is it possible to apply discounts within an estimate?
Yes. Discounts can be applied to individual items or the entire estimate.
Can estimates be used for recurring services?
Estimates are typically for one-time services. For recurring services, convert the estimate to a recurring invoice after acceptance.
Is it possible to share templates with other team members?
Template access depends on user permissions. Other users may be able to view or clone templates.
Will template changes affect previously sent estimates?
No. Changes only apply to new estimates created from the template.
Can I create templates for different departments?
Yes. Templates can be named and customized per department or use case.
How do I create an installment plan?
Click Add Payment Schedule under Amount Due, select percentage or fixed amount, and configure payment terms.
Can I choose specific payment dates?
Yes. Both first and subsequent payments can be scheduled on custom dates.
How many files can I attach to an estimate?
You can attach up to 10 files with a combined maximum size of 20MB.
How many photos can I add per estimate line item?
You can attach up to 4 photos per line item, displayed as thumbnails with a full-screen gallery view.