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Estimate software for price quotes customers accept online

An estimate is a price quote for goods or services, sent with a link where the customer accepts or declines. You always know which quotes were agreed, and an accepted one turns into an invoice.

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Estimates and quotes in CIPHER CRM

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Estimates in CIPHER CRM are numbered price quotes for goods or services, each with a valid-until date.

The customer accepts or declines from a link or the customer portal, and the answer is saved on the estimate.

You see every quote on a list or board by stage, and an accepted estimate turns into an 🧾 invoice with its lines, taxes and terms filled in, so nobody types the quote twice. 192+ businesses run CIPHER CRM across 🏭 31 industries, with 92 built-in features, a ⭐️ 4.8/5 average rating and ⏱️ 99.9% uptime.

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Definition

What is estimate software?

Estimate software helps you put a price on a job before the work starts and keep track of what happens to that price. An estimate, also called a quote, lists what you will do or supply and what it costs. In CIPHER CRM each estimate is a numbered record with a stage, an expiry window and the client's answer.

CIPHER CRM keeps quotes out of scattered spreadsheets. Every estimate is a record you can view as a list or as a Kanban board, on a pipeline you can edit by adding, renaming, reordering and recoloring stages. A validity window setting gives each estimate its valid-until date, and the numbering can carry the financial year, so a quote reads as clearly dated to both sides. Estimate templates keep your standard wording ready. The client opens a loginless public link, or signs in to the customer portal, and accepts or declines with a confirmation step. Once an estimate is approved, one action converts it into an invoice with the recipient, lines, taxes and terms already filled in, and each document shows the other it is linked to. Every feature, estimates included, comes in every plan, and CIPHER CRM is rated 4.8 out of 5 by the businesses using it.

Estimates and quotes in CIPHER CRM
The problem

What happens without estimates

Quotes get built from an old spreadsheet, and the copy you send still has last month's prices hiding in one row.

A customer says "go ahead" on a call, and a week later nobody can prove which version they agreed to.

You cannot tell at a glance how many quotes are waiting, how many were approved and how many were turned down.

Quote numbers restart every year in a different format, so finding an old estimate means scrolling through folders.

What slips without Estimates and quotes
Capabilities

What you can do with estimates

  • See every quote by stage

    Estimates sit on a List or Kanban view with stages you can add, rename, reorder and recolor to match how you win jobs.

    kanban board crm

  • Approval on the record

    Clients accept or decline from a public link or their portal, with a confirmation step, so the answer is written down instead of remembered.

    client billing portal

  • Quotes that expire on time

    A validity window setting stamps a valid-until date on each estimate, so an old quote is clearly an old quote.

  • Numbers dated by financial year

    Estimate numbers can carry the financial year in their format, which keeps them easy to sort and hard to confuse.

    custom invoice numbering

  • Invoice from the approved quote

    Convert an accepted estimate into an invoice and the lines, taxes and terms are already there to check and issue.

    convert estimate to invoice
Why CIPHER

Why estimates are better in CIPHER

A quote is only useful if everyone agrees on which one was approved. We keep the estimate, the answer and the invoice it becomes on the same trail.

  • The client answers where you can see it

    Accept and decline happen on the estimate itself, through the link or the portal, so there is no "I thought you said yes" later.

  • Stages for how you quote

    Site visit, measured, priced, revised: call the stages whatever your trade calls them and the board follows.

  • Any currency, any tax

    Each estimate uses the customer's currency and can hold several taxes per line, so the same tool works wherever you sell.

How it works

How estimates work in CIPHER CRM

  1. Create the estimate

    Choose the customer, add lines from your catalog or by hand, and apply the right taxes and discount.

  2. Check the details

    Confirm the estimate number, the valid-until date and the terms pulled from your template.

  3. Share it for approval

    Turn on the public link or let the customer open it in their portal to accept or decline.

  4. Convert the approved quote

    When the client accepts, convert the estimate into an invoice in one step and issue it.

In action

Estimates in action, by industry

Construction

A builder prices a kitchen extension after a site visit, moves the estimate to "revised" when the client drops the skylight, and converts the approved version into the first stage invoice.

Automotive

A repair workshop quotes a gearbox job with separate parts and labor lines, and the car owner accepts it from the link before the mechanic orders anything.

Manufacturing

A machine shop keeps its estimate numbers stamped by financial year, so a buyer asking about a quote from last spring gets an answer in seconds.

Energy

A solar installer gives each rooftop quote a short validity window, since panel prices move, and the board shows which households still have not answered.

Compare

Estimates: CIPHER CRM vs spreadsheet vs generic CRM

What mattersCIPHER CRMSpreadsheet / manualGeneric CRM
Where quotes are tracked List or Kanban on stages you edit A folder of spreadsheet copies A basic list with fixed statuses
Client approval Accept or decline on a link or in the portal A phone call nobody wrote down Often needs a separate tool
Quote expiry Valid-until date from your validity window Typed in, often forgotten Manual date field
Quote numbering Financial-year-stamped, custom format Whatever the last person used A simple counter
Moving to an invoice One-step conversion with lines carried over Copy and paste into a new file Rebuild or duplicate by hand
Estimates and quotes

See estimates in action

Send a numbered price quote for goods or services, and let the customer accept it from a link. The accepted estimate is the version on record, with the client's answer saved against it.

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Why it's worth it

What estimates change for your business

See how CIPHER CRM solves this

No arguments about what was agreed

The accepted estimate is the version on record, with the client's answer saved against it.

A clear view of open quotes

The board shows every estimate by stage, so you know where to spend your follow-up calls.

Faster billing once work starts

An approved quote becomes an invoice without retyping, so the first bill goes out sooner.

Old quotes found in seconds

Dated, consistent numbers and full text search mean no digging through folders.

Ready when you are

See estimates on your own data

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Proof

Teams that switched to CIPHER

Our quotes used to take days and follow-ups just fell through the cracks. Now every lead has someone on it and a clear next step. We are closing a lot more than we did.
Rahul Mehta
Rahul Mehta Director, Logistics firm - Ahmedabad
I thought moving would take months. We were up and running in two days. I get back about two hours a day that used to go into updating sheets.
Priya Nair
Priya Nair Operations Head, Healthcare clinic chain - Kochi
Because it was set up for property from the start, we were not fighting the software. My managers finally trust the numbers on the screen.
Amit Shah
Amit Shah Founder, Real-estate agency - Surat

Estimates frequently asked questions

FAQ

Estimates - your questions answered

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What is the difference between an estimate and a proposal?

In CIPHER CRM a proposal is the fuller offer you make to win the work, often with scope and wording, and it can go to a lead. An estimate is the priced quote for a customer. A proposal can convert into an estimate, and both can convert into an invoice.

How does a customer approve an estimate online?

You switch on the estimate's public link, or the customer signs in to their portal. They open the estimate, can download the PDF, and choose accept or decline. A confirmation step makes sure the choice is deliberate before it is saved on the estimate.

Can estimate numbers include the financial year?

Yes. Estimate numbering supports a format stamped with the financial year, along with your own prefix, suffix and digit padding. The financial year comes from your workspace settings, so numbers stay in order year after year. You can still override a single number when you need to.

Can I set how long an estimate stays valid?

Yes. A validity window setting decides how long a new estimate stays open. Each estimate gets a valid-until date from it, so the client can see how long your price holds and your team knows when a quote needs a fresh look.

Can I edit the estimate stages?

Yes. Estimates run on an editable pipeline. You can add stages, rename them, reorder them and change their colors, then work from the List view or drag estimates across the Kanban board as each job moves forward. The same kind of editable board is used for proposals.

Do estimates work in other currencies?

Yes. Each estimate uses the currency set on the customer, from the list of currencies your workspace bills in. You can also apply more than one tax to a single line, so the same estimate tool fits whichever country you sell in.

Glossary

Estimates terms, defined

  • Estimate

    A priced quote that tells the client what a job will cost before the work begins.

  • Quote approval

    The client's recorded yes or no to an estimate, given from a link or their portal.

  • Financial year stamp

    The part of a document number that shows which accounting year it belongs to.

For your industry

See estimates in your industry

All 31 industries

Logistics & Transportation

Freight enquiries chased on time

Healthcare

Every patient call-back remembered

Financial Services

KYC papers filed, expiry dates flagged

Real Estate

Site visits to bookings, all tracked

Ecommerce & Retail

Repeat buyers known by name and history

Education

Each admission enquiry followed up

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