Estimate statuses explained

Every Dispatch Bros estimate is in exactly one of five statuses — Draft, Sent, Approved, Rejected, or Expired — shown as a colored pill on the Estimates list and on each estimate's page. Statuses drive everything: which buttons appear, whether the customer can still sign, and which pipeline card the money counts toward. A separate green Paid chip appears once a converted estimate's invoice is paid.

The five statuses

Notes on transitions:

• Sending flips Draft → Sent. Resending never changes a non-draft status — an approved estimate can be resent so the customer gets their copy again, and it stays Approved.
• The customer signing online sets Approved; declining sets Rejected (how signing works).
• When you create a new version, a dialog lets you mark the still-open versions Rejected or Expired in bulk — or leave them as is.
• Recording or collecting a deposit converts the estimate to an invoice; the estimate then links to it with View Invoice (converting).

The Paid chip

An estimate's own status stops at Approved — payment lives on its converted invoice. So the list adds a green Paid chip beside the status pill once that invoice is fully paid, and the estimate page's invoice button upgrades to a paid state. Approved-but-unpaid and approved-and-paid read differently at a glance.

The pipeline cards

The cards at the top of the Estimates page bucket every estimate's money by status, over the selected date range:

• Open Pipeline — the value of Sent estimates: still winnable.
• Approved / Won — the value of Approved estimates.
• Pending / Follow-Up — the subset of the open pipeline quiet for 7+ days: who to chase (automatic follow-up).
• Rejected / Lost — the value of Rejected estimates.

Drafts and expired estimates deliberately count toward none of the four — unsent work and dead offers aren't pipeline.

Other row indicators

• Viewed — the eye icon turns green once the customer opens the link; hover for the exact time, or "Not yet viewed".
• Send audit — under the status pill, the last send's date, time, and who pressed Send.
• Follow-up hint — quiet rows say whether the estimate was never opened or was opened with no answer since.
• Version suffix — revised estimates show V2, V3... after the number; siblings collapse under the latest version on the list.

Archive — hide without deleting

Any estimate (any status) can be moved out of the way without deleting it: the row's ⋯ menu has an Archive action with a confirmation. An archived estimate leaves the list and the pipeline cards, and automated follow-ups stop chasing it — but nothing else changes: its status stays, the customer's link keeps working, and a converted estimate's invoice is untouched.

The Active / Archived toggle under the page title opens the archived view; each row shows when and who archived it, and Restore returns it to the active list. In the mobile app, swipe an estimate card left and tap Archive; the archived list lives behind the archive icon next to New, where swiping left restores. Delete stays a separate, permanent action for drafts only.

Troubleshooting

• You can't edit an estimate — Approved, Rejected, and Expired estimates are locked, as is anything already converted to an invoice. Create a new version instead.
• You can't delete an estimate — only Draft estimates show the Delete button. Sent-and-later estimates are part of the customer paper trail.
• The customer says the link won't let them sign — the estimate is no longer Draft/Sent, it expired, or a sibling version was already approved. Their page explains which with a banner.
• Status filters look empty — the tabs (All, Draft, Sent, Approved, Rejected) combine with the date filter and search box; widen the date range if rows seem missing.