Using Estimates

Although PayMaker does not currently support estimates, we have found useful workarounds that may work for you.

I sync my accounting system with PayMaker

Great news! If syncing with QuickBooks for Windows, QuickBooks Online, Xero, or Sage Intacct, unpaid invoices sync from the accounting system into PayMaker. This allows you to take advantage of your accounting system's estimates feature; once the finalized estimate is converted into an invoice, it will sync to PayMaker, ready to send and get paid.

I don't sync my accounting system with PayMaker

If not using an accounting system, or if the accounting system does not sync directly with PayMaker, we have a workaround.

  1. Click Settings
  2. Under Receivables, click Invoice Templates
  3. Click New
  4. Create a new invoice template.
    • Some fields have specific requirements; see below for our best practices.
      • Default?
        • Leave unselected
      • Name
        • Best Practice: Estimate
      • Style
        • Select the preferred style
      • Title
        • Best Practice: Estimate
      • Invoice #
        • IMPORTANT: Estimate templates will still appear as unpaid invoices in reports. We recommend using an invoice number convention that makes it easy to tell an invoice is an estimate.
          • Ex: "Estimate ###"
      • Complete the remaining fields specific to your business information
      • Customer Message
        • Best Practice: "This is an estimate. The due date will be updated on your final invoice"
  5. Click Save

Select this template when creating a new estimate invoice. Once the final terms are agreed upon, edit this original "Estimate" invoice and select your default invoice template instead. Be sure to change the due date as well, to indicate when this invoice is due. If you'd like to add a message indicating this is now a final invoice, it can be done on the final invoice template, or when editing an individual invoice.