Workflow Action - Send Estimate

What is the Send Estimate Workflow Action?

The Send Estimate action automatically generates a professional estimate from a pre-configured template and delivers it directly to a contact via email or text message. This action is ideal for sales processes where timely, consistent, and branded proposals are essential. When the workflow reaches this step, the CRM creates an estimate using your chosen template, populates it with available contact or opportunity details, and sends it through your selected channel.

Key Benefits

• Speed: Deliver estimates instantly when a contact reaches a specific stage, submits a form, or requests pricing.
• Consistency: Ensure every estimate uses the correct branding, taxes, currency, and template—eliminating manual errors.
• Flexibility: Send via email, SMS, or both, depending on the contact's available data and communication preferences.
• Tracking: Maintain a record of when each estimate is sent, viewed, accepted, or paid.

Prerequisites

Before using this action, ensure the following are in place:

• Payments are enabled for your location, and a payment processor is connected.
• At least one estimate template is created and active, with branding, taxes, and currency configured.
• The contact has a valid email address or phone number, depending on your chosen delivery method.
• Your email sending domain is verified and compliant; for SMS, ensure the contact has opted in and your SMS setup is compliant.

How to Set Up the Send Estimate Action

Follow these steps to add and configure the Send Estimate action in a workflow:

1. Navigate to Automations > Workflows.
2. Create a new workflow or open an existing one.
3. Click + Add New Trigger to set a trigger that aligns with sending an estimate (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted).
4. Click + to add an action and search for Send Estimate.
5. Select the From User and the Estimate Template.
6. Choose the Payment Mode: Use Live for real payments or Test for validation without charging.
7. Select the Sending Mode: Create as Draft to review before sending, or Send Directly to deliver immediately.
8. Choose the Channel: Email, Text, or both (default is Email & Text).
9. Click Save Action.
10. Test the workflow to verify everything works as expected.
11. Publish and save the workflow.

Example: Home Renovation Estimate

Scenario: A home renovation company wants to send estimates quickly when a potential client shows interest.

Setup:

• Trigger: Opportunity Created
• Action Name: Send Home Renovation Estimate
• From User: Sarah Johnson
• Estimate Template: Home Renovation Proposal
• Estimate Mode: Live

Outcome: When the trigger occurs, the estimate is automatically sent to the customer, improving conversion potential.

Frequently Asked Questions

What happens if the contact has both email and phone?

Select the Email and Text option in the Channel field to send via both methods.

Does Test mode notify real customers?

No. Use Test mode with a seed contact you control to validate the template, variables, and delivery before switching to Live mode.

Which user identity is used to send the estimate?

The estimate is sent from the user you select in the From User field. If that user is deactivated later, update the action to use an active sender.

Where can I see if an estimate was viewed or accepted?

Check the contact's profile or the estimates section to view delivery history and status events, such as Sent, Viewed, Accepted, Declined, or Paid.