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EstimatesEditing Estimates

Editing Estimates

After creating an estimate, you can refine it by editing line items, adding scope of work, setting terms and deposits, and adjusting pricing. This guide covers everything you need to know about managing your estimates.

What You’ll Learn

  • Editing line items inline and in edit mode
  • Adding and managing scope of work
  • Setting terms and conditions
  • Configuring deposits
  • Applying discounts and taxes
  • Reordering and organizing items
  • Adding images to line items

Opening an Estimate

From the Estimates page, click on any estimate to view its details. You’ll see:

  • Summary cards showing materials, labor, and totals
  • Line items table with all materials and labor
  • Scope of work section
  • Totals summary with markup, discount, and tax
  • Terms and deposit section
  • Signatures section (for signed estimates)

Two Ways to Edit

Quick Inline Editing

For simple changes, you can edit most fields directly without entering full edit mode:

  • Click any value to edit it in place
  • Press Enter or click away to save
  • Changes save automatically

This works great for:

  • Adjusting quantities
  • Changing prices
  • Updating descriptions
  • Toggling optional items

Full Edit Mode

For major changes, click Edit Line Items to enter full edit mode. In this mode you can:

  • Add new line items
  • Delete items
  • Reorder items by dragging
  • Add images to items
  • Access your rate sheet

Click Save when you’re done, or Cancel to discard changes.

Working with Line Items

Adding New Items

In edit mode:

  1. Click Add Item at the bottom of the line items section
  2. Fill in the item details
  3. Set the type (Materials or Labor)
  4. Enter quantity and pricing

Adding from Rate Sheet

  1. Click Add from Rate Sheet
  2. Browse categories or search
  3. Select items to add
  4. Adjust quantities as needed

Reordering Items

Drag items using the handle on the left to reorder them. The order you set will appear on the client-facing estimate.

Adding Images to Line Items

Images help clients understand exactly what they’re getting:

  1. Hover over a line item
  2. Click the image icon
  3. Upload a photo or select from files
  4. The image will show on the estimate

Great for:

  • Product photos
  • Reference images
  • Before/after comparisons

Deleting Items

In edit mode, click the trash icon on any item to remove it. You can also delete items from the item’s menu in display mode.

Saving Items to Rate Sheet

Found a pricing you use often? Save it:

  1. Click the menu on any line item
  2. Select Save to Rate Sheet
  3. The item is now available for future estimates

Scope of Work

The scope of work describes what’s included in your estimate. It helps set clear expectations with clients.

Viewing Scope

The scope section shows a list of work items, each with:

  • A title
  • A detailed description
  • An optional image

Editing Scope

  1. Click Edit on the scope section
  2. Click any item to expand and edit it
  3. Add new items with the Add Item button
  4. Drag items to reorder
  5. Click Save when done

Regenerating Scope

If you’ve made significant changes to line items, you can regenerate the scope:

  1. Click the refresh icon in the scope section
  2. Tallie will create a new scope based on your current line items
  3. Review and edit as needed

This is helpful after AI generates an estimate or after major changes.

Pricing and Totals

Subtotals

Your estimate shows separate subtotals for:

  • Materials - All material line items
  • Labor - All labor line items
  • Subtotal - Combined total before markup

Markup

Apply a percentage markup to cover overhead and profit:

  1. Find the Markup field in the summary
  2. Enter your percentage
  3. The markup amount calculates automatically

Discounts

Offer a discount to your client:

  1. In the totals section, find Discount
  2. Choose percentage or fixed amount
  3. Enter the discount value
  4. Click Save to apply

Tax

Add sales tax if required in your area:

  1. In the totals section, find Tax
  2. Enter your tax percentage
  3. Tax is calculated on the total after markup and discount

Final Total

The final total shown to your client includes:

Subtotal + Markup - Discount + Tax = Final Total

Terms and Conditions

Set clear expectations with terms and conditions:

Adding Terms

  1. Scroll to the Terms & Conditions section
  2. Click to edit the text area
  3. Type or paste your terms
  4. Click Save

Using Default Terms

Save time by setting up default terms:

  1. After entering terms, click Save as Default
  2. On future estimates, click Load Default to use them

Generating Terms with AI

Need help writing terms?

  1. Click Generate with AI
  2. Tallie creates terms based on your work type and project
  3. Review and edit as needed

Deposits

Request an upfront deposit to secure the job and cover material costs before work begins.

Why Require a Deposit?

  • Cover material costs before starting work
  • Demonstrate client commitment
  • Reduce risk on large or custom projects
  • Improve your cash flow

Setting a Deposit

You have two options for configuring deposits:

Option 1: Percentage-Based Deposit

  1. In the Deposit section, select Percentage
  2. Enter the percentage (e.g., 50%)
  3. Tallie calculates the deposit from your estimate total

Example: $10,000 estimate with 50% deposit = $5,000 deposit invoice

Option 2: Fixed Amount Deposit

  1. In the Deposit section, select Fixed Amount
  2. Enter the dollar amount (e.g., $2,500)
  3. This exact amount appears on the deposit invoice

Use fixed amounts when you have specific upfront costs to cover.

What Happens When Your Estimate is Approved

When your client signs the estimate, Tallie automatically creates the right type of invoice:

If you set a deposit:

  • A deposit invoice is created (numbered DEP-000001)
  • The deposit amount is ready to send and collect
  • After the deposit is paid and the project is completed, a final invoice is created with the remaining balance

If no deposit is set:

  • A standard invoice is created (numbered INV-000001)
  • The full estimate amount is ready to send

You don’t need to manually create invoices—Tallie handles it automatically when the estimate is approved.

Deposit Tips

  • Common deposits range from 25-50% of the project total
  • Use higher deposits (40-50%) for custom materials or specialty orders
  • Use lower deposits (25-30%) for labor-heavy projects with minimal material costs
  • Always collect deposits before ordering custom or non-returnable materials

Display Options

Control what clients see on their estimate:

  1. Click Display Options at the top of the estimate
  2. Toggle options:
    • Hide Line Item Details - Show only scope, not itemized pricing
    • Hide Quantities - Don’t show quantities
    • Hide Unit Prices - Don’t show per-unit pricing
    • Hide Line Item Totals - Don’t show individual item totals

These are useful when you want to present a total price without revealing your cost breakdown.

Edit with AI

Made changes and want AI to help adjust?

  1. Click Edit with AI in the header
  2. A chat panel opens on the right
  3. Describe what you want to change, for example:
    • “Add crown molding to every room”
    • “Increase labor hours by 20%”
    • “Add a contingency line item for $500”
  4. Tallie updates your estimate based on your request

Estimate Status

Estimates have the following statuses:

StatusMeaning
DraftWork in progress, not sent to client
SentSent to client, awaiting response
ApprovedClient has signed, ready to start work

Change status from the status badge on the estimate page.

Next Steps

Once your estimate is complete:

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