How to send an estimate to a client
A step-by-step guide on how to send a professional project estimate — what to include, how to get written approval, and what to do when the client approves.
Step 1: Understand the scope before writing the estimate
Have a discovery call or take a written brief before you quote. The more clearly you understand what the client needs, the more accurate your estimate will be — and the fewer disputes you'll have later. Never quote from an email summary alone.
Step 2: Write the estimate with clear line items
- Your business name and contact information
- The client's name and project reference
- A unique estimate number, the date, and an expiry date (typically 14–30 days)
- Itemized line items for each deliverable or service with individual costs
- Payment terms — deposit amount, milestone schedule, final balance due date
- Number of revision rounds included in the fee
- Exclusions — what is not covered by this estimate
Step 3: Send it promptly
Send the estimate while the project is fresh in the client's mind. The longer you wait, the more likely they are to get competing quotes. Include a brief email introducing the estimate, the total, and a clear call to action — approve it.
Step 4: Make it easy to approve
In Duevero, estimates include a shareable link clients can open in any browser — they can review and approve with one click, no account needed on their end. Approval is timestamped, giving you a clear written record before any billable work begins.
Step 5: Follow up if you don't hear back
Send a polite check-in 2–3 business days after sending the estimate. Ask if they have questions or need anything adjusted. Most delays are not a 'no' — they're a busy client. A brief, professional follow-up is expected.
Step 6: Convert to invoice on approval
Once approved, convert the estimate to an invoice in one click in Duevero — estimate details, tax, and totals carry over automatically. Collect the deposit invoice immediately if one was agreed upon. Do not start billable work until the deposit clears.
Send estimates free with Duevero
- Create and send professional estimates with a clear scope, amount, and terms
- Clients approve online via a shareable link — no account needed on their end
- Approval is timestamped — written sign-off before work starts
- Convert approved estimates to invoices in one click — no re-entering data
- Send deposit invoices immediately on approval
- Free Basic plan — no credit card required