How do I search for a previous Estimate?

How to Search for a Previous Estimate

Overview

In Contractor Foreman, the Estimates module allows you to quickly locate, review, and manage any previously created Estimate. Whether you are following up with a client, confirming pricing, or converting an Estimate into a Proposal or Project, understanding how to efficiently search and filter Estimates will save time and help maintain organized project records.

This article outlines how to search for existing Estimates, along with additional tips and important details to ensure you can access the right information when needed.

Accessing the Estimates Module

1. From the main Menu, select Estimates under the Financial section.

2. This will open the Estimates List View, which displays all the Estimates created within your company account.

Searching for an Estimate

Once inside the Estimates list view, you can use the built-in Search Bar and filtering tools to quickly locate specific Estimates.

1. Search by Estimate Number or Name

   • Enter either the Estimate Number or the Estimate Name in the search bar at the top of the page.

   • The results will automatically update to show any matching records.

     

2. Refine Your Search with Filters

   • Use the available filter options to narrow results by:

     • Client Name

     • Project

     • Status (e.g., Draft, Sent, Approved, Declined)

     • Date Range

     • Created By

   • These filters are especially useful when working with a large number of Estimates.

3. Open and Review the Estimate

   • Click on the desired Estimate from the search results to open its details.

   • You can review line items, totals, client information, and any attached files directly from this screen.

   

Additional Tools in the Estimates List View

• Sorting: Click on column headers (such as Estimate #, Client, or Date Created) to sort results in ascending or descending order.

• Pagination: Use the navigation arrows at the bottom of the list to move between pages of Estimates.

• Export Options: Depending on your permissions, you may be able to export a list of Estimates to Excel or PDF for reporting or backup purposes.

Important Notes

• Permissions: Access to view, search, or edit Estimates may be restricted by user permissions. If you cannot see the Estimates module, contact your system administrator.

• Archived Estimates: If you cannot find an Estimate, ensure it has not been archived or deleted. Check the “Archived” or “Inactive” filter if available.

• Estimate Naming Conventions: For easier searching in the future, establish a consistent naming format (e.g., ClientName_ProjectName_MonthYear).

• Linked Modules: Estimates can be linked to Proposals, Invoices, or Projects. Opening an Estimate may show related items in the sidebar or bottom section of the page.

Best Practices

• Regularly review and clean up old or duplicate Estimates to keep your database organized.

• Use descriptive Estimate names to simplify future searches.

• Encourage all team members to enter consistent client and project details when creating Estimates.

• If your company uses custom numbering for Estimates, ensure the numbering system is unique and sequential to avoid confusion.