When should a landscaper use a Quick Estimate vs an Itemized Estimate?

Use a Quick Estimate when the client just needs a flat number — simple mowing quote, one-time trim, anything where a breakdown would be overkill. Use an Itemized Estimate for bigger projects where the client wants transparency: multi-section jobs like front yard / back yard / pool area, anything over a few hundred dollars, or commercial clients who need detailed proposals.

How do deposit invoices work on FieldPlexus estimates?

Toggle on Require Deposit below the Totals on any estimate and enter the pre-tax deposit amount. When the client accepts, a deposit invoice is automatically created with a blue Deposit badge in the Collecting tab. After the deposit is paid, a balance invoice is auto-created with a green Balance badge for the remaining amount with tax recalculated. The totals always match the estimate exactly.

Can an estimate be converted to an invoice before the client formally accepts online?

Yes. The Convert to Invoice button works on Draft, Sent, and Accepted estimates. Use it when a client approves verbally, over the phone, or by text. The invoice is created in the Collecting tab and the estimate status automatically flips to Accepted with today's date recorded. The button is replaced by View Invoice afterward to prevent accidental duplicate invoices.

Creating and Sending Estimates (Quick and Itemized)

Two Types of Estimates

FieldPlexus has two estimate modes for the two real-world situations:

Quick Estimate: One flat total. Use for "how much to mow my yard?" jobs.
Itemized Estimate: Sections and line items with quantities and rates. Use for bigger projects where the client wants to see exactly what they are paying for.

Creating a Quick Estimate

Tap Estimates in the sidebar
Tap + New Estimate (top right)
Select the client from the dropdown (or tap Add New Prospect for someone who is not a client yet)
Make sure Quick Estimate is selected (left toggle)
Valid Until auto-sets to 30 days from today — change if needed
Add a Client Message if you want (shown to client)
Add Internal Notes if you want (only visible to you)
Enter the Subtotal amount
Tax pre-fills from your settings — clear if no tax applies
Tap Save as Draft or Save & Send

Creating an Itemized Estimate

Tap Estimates → + New Estimate
Select the client
Toggle to Itemized Estimate (right toggle)
Add sections with + Add Section (example: "Front Yard," "Back Yard")
Inside each section, tap + Add item to section and fill in Description, Qty, Rate, and Amount (Amount auto-calculates from Qty × Rate)
Add standalone line items under + Add Item if they do not fit a section
Tax pre-fills from settings
Subtotal, Tax Amount, and Total auto-calculate from your line items
Tap Save as Draft or Save & Send

Prospects vs Clients

Creating an estimate for someone who is not a client yet? Tap Add New Prospect below the client dropdown. Prospects do NOT receive the SMS opt-in text (that would be awkward for someone just getting a quote). When a prospect accepts your estimate, they automatically flip to Active and get the opt-in request at that point.

Requiring a Deposit

While creating or editing an estimate, toggle on Require Deposit below the Totals
Enter the deposit amount (pre-tax)
Save the estimate

When the client accepts, a deposit invoice is automatically created in your Collecting tab with a blue Deposit badge. Send it. When it is paid, a balance invoice with a green Balance badge is automatically created for the remaining amount.

Sending the Estimate

Tap Save & Send on creation, or on the detail page of a Draft, tap Send. The client gets an email with your business name as the sender and a link to view the estimate online. They tap Accept or Decline right from their phone.

What the Client Sees

A professional estimate page with your business name, line items, total, and Accept/Decline buttons. No login required. If a deposit is required, the page shows "Deposit Required: $X + tax" below the total.

When a Client Accepts

Status changes to Accepted. You get an email notification. An invoice is created automatically in your Collecting tab with a note "Converted from estimate EST-XXXX." You review it and send when ready.

Converting Verbally-Approved Estimates

Many clients accept over the phone or by text. You do not have to wait for a formal Accept. Open the estimate detail page and tap Convert to Invoice. The invoice is created, and the estimate status is updated to Accepted automatically. The Convert to Invoice button is replaced with View Invoice so you cannot accidentally create two.

When a Client Declines

You get an email with the reason (if they provided one). The estimate is editable so you can adjust the price or scope and resend. Revision number increments so the client knows it is updated.

Still have questions? Tap Help in the sidebar and ask the AI product expert — it knows every feature, every button, every workflow in FieldPlexus.