Send a revised estimate (versions)

When a customer wants changes — a different price, different scope — you don't edit history, you send a new version. Dispatch Bros duplicates the estimate into a fresh draft that shares the same estimate number (labeled V1, V2, V3...), lets you decide what happens to the still-open versions, and automatically steers the customer to the latest one. Only one version can ever be approved.

Before you start

• You need permission to create estimates.
• Versions work from any estimate — a standalone estimate simply becomes V1 of its group the moment you create V2.

Step 1 — Open the estimate and start a new version

1. Open the estimate from Estimates. Above the document you'll see the version strip — one tab per version showing its number, total, and status pill, with a Signed marker on versions the customer signed.
2. Click New version at the right end of the strip. (You can also right-click a line item on the document and choose New version of this estimate — it's the same flow.)

Step 2 — Decide what happens to the open versions

If any sibling version is still open (Draft or Sent), a dialog titled Before opening the new version asks what to do with them:

• Leave as is — the open versions stay active alongside the new one.
• Mark as Rejected — the open versions are closed as rejected.
• Mark as Expired — the open versions are closed as expired.

Versions that are already approved, rejected, expired, or converted are history — the dialog never touches them. If nothing is open, the dialog is skipped entirely.

Step 3 — Edit and send the new version

The new version opens in the editor as a draft copy of the version you were viewing. Change whatever the customer asked for, then send it the normal way (create and send an estimate). On the Estimates list, versions of one proposal collapse into a single row — the latest version — with a chevron to expand and show every version (hover reads Show all versions). Each expanded row carries its V-number so you can tell them apart.

What your customer sees

• Old links keep working. A customer who opens an outdated version sees a banner — "An updated version of this estimate is available." — with a View latest version button.
• The page shows a quiet version label (for example "Version 2") so there's never confusion about which offer they're reading.
• First approval wins. Once any version is approved, every other version's page shows "Another version of this estimate was approved" and its signing buttons are gone. The server enforces this too — a stale tab can't approve a closed option.

Troubleshooting

• The version strip only shows one tab — this estimate has no other versions yet. The strip always renders, so New version is one click away from any estimate.
• You marked versions Rejected by accident — the change is a status update on those versions; open each one and use its status actions to adjust, or simply carry on with the new version (the closed ones were open offers you no longer wanted outstanding).
• The customer signed an older version before you sent the new one — that's a valid approval. The newer draft remains, but the approved version is the winning offer; the other versions close to signing.
• A declined version's reason — a decline reason the customer typed is kept on that version and shown on its page, so you can read exactly what to fix in the next revision.