Estimates and invoices turn conversations into clear next steps. Estimates show what something will cost. Invoices request payment.
Why this matters
A lot of deals slow down here:
“I’ll send that over”
“Let me put something together”
“I’ll get you pricing soon”
And then…
it takes too long
it gets delayed
the momentum disappears
Estimates and invoices fix that. They give the customer something clear to review and act on.
What you will do
You will:
Understand when to use an estimate vs an invoice
Create a simple estimate or invoice
Send it to a contact
Track it inside the system
Estimates vs invoices
Use an estimate when:
You are presenting pricing
The deal is not finalized
The customer needs to review options
Think: “Here’s what this would cost”
Use an invoice when:
The customer has agreed
You are requesting payment
The work is ready to move forward
Think: “Here’s what to pay”
Where to go
There are two places in Kyrios where you can create Invoices or Estimates.
Most members will create estimates and invoices from the main Payments area.
Option 1 - Payments
Click Payments in the main navigation
That will take you to the Invoices screen by default
To create a new invoice:
Click + New > New Invoice
Select or add the customer
Add invoice details
Add products or services
Review the invoice preview
Click Save or Send
Estimates work similarly.
To create an Estimate:
Click Invoices & Estimates > Estimates
Follow the rest of the instructions above
Option 2 - Contact Record
You can also create payment-related items from a contact record by opening the contact and clicking the Payments icon. From there, you can choose actions like:
Add Card on File
Charge Now
Create Subscription
Create Invoice
Manage Methods
Create Estimate
Open a Contact
Click Payments on the right (Coin with a dollar sign in it)
Click Create for which item you want
Step 1 — Create the estimate or invoice
From Payments → Invoices & Estimates, choose whether you want to create an invoice or estimate.
Add the main details:
customer
invoice or estimate number
issue date
due date
products or services
price
quantity
tax, discount, or payment schedule if needed
notes or terms
You’ll see a preview as you build it so you can confirm what the customer will receive.
Step 2 — Send it
Once created:
send it directly to the contact
the customer receives a link to view and take action
You can also connect this to workflows for automation later.
NOTE: Kyrios is fully integrated. This means once invoices or estimates are created, they are automatically attached to the contact's record. You can send invoices and estimates through email or SMS.
Step 3 — Track it
Your estimate or invoice is now tied to:
the contact
the opportunity
This means you can see:
what was sent
when it was sent
whether it has been viewed or paid
Estimates and invoices are automatically connected to opportunities so revenue activity stays visible inside your pipeline.
When a client pays the invoice, Kyrios will automatically mark it as paid. If the client accepts an Estimate, Kyrios will mark it as accepted and convert it into an invoice.
What happens next
Once sent:
the customer reviews the estimate
or pays the invoice
Instead of: “We’re talking about it”
You now have: “We’ve taken a step toward closing”
Main Payments areas
Inside Payments, you can manage:
Invoices & Estimates
Documents & Contracts
Orders
Subscriptions
Payment Links
Transactions
Products
Coupons
Gift Cards
Settings
Integrations
You do not need all of these right now. For this guide, focus only on: Invoices & Estimates. The rest will come later.
Where to look
You can track activity in:
Contact records
Opportunities
Payments / Transactions
Invoices and Estimates
Helpful resources
Keep this focused:
What to ignore for now
You do not need:
payment plans
subscriptions
taxes and processing rules
coupons
advanced payment options
Those are useful later. Right now, you just need a clear way to present pricing and request payment.
Important note
You can create invoices and estimates from the main Payments area or from a specific contact record.
Use the main Payments area when you are managing invoices broadly. Use the contact record when you are already working with a specific customer.
Think about your last deal that slowed down after pricing. Now imagine that estimate was sent immediately and tracked.
That’s what this fixes.
You go from: “I need to send pricing”
to: “Pricing and payment are part of the system”
That’s structure.