What Does Each Estimate Status Mean?

Estimates move through different statuses as they progress from creation to completion. Here's what each status means.

Status Overview#

Status vs. Activity: The status on the Estimates list is the current state of the estimate — the latest thing that's happened. The Activity Timeline on the client page (and the Messages tab on the estimate page) show the full history of events — every send, every view, every accept or decline, in date order. If you want to know "where is this up to?" use the status. If you want to know "what's happened so far?" use the timeline. See Finding Past Proposal Sends for more.

Draft#

What it means: The estimate is being created or edited and hasn't been sent to a client yet.

When it's used:

• New estimates start as drafts
• Estimates you're still working on
• Estimates not yet ready to share

Actions available:

• Edit the estimate
• Send as a proposal
• Delete or archive

Sent#

What it means: The estimate has been emailed to the client as a proposal. You're waiting for their response.

When it's used:

• After you click Send and the email is delivered
• While waiting for client feedback

Actions available:

• View delivery status
• Edit and resend
• Track if the client has viewed it

Accepted#

What it means: The client has accepted the proposal. The job is confirmed.

When it's used:

• Client clicked "Accept" on the proposal
• You manually marked it as accepted

Actions available:

• Convert to invoice
• Create a project plan
• View accepted terms
• Resend the proposal – change the status back to Draft first. Sammy won't resend an accepted quote as it stands, so Actions offers Create invoice instead of Send proposal

Edit is greyed out on an accepted estimate, so it stays matching what your client agreed to. Tap it to see why and what you can do instead.

Recording acceptance by phone, email or purchase order#

When you mark a quote Accepted, its status is saved and a details form opens. Add who accepted, how and when. Choose Purchase order to add the PO number and attach a PDF, Word document or image up to 20 MB. Choose Skip to keep a record that you marked it accepted, then use Add or edit details on the estimate later. Manual declines offer the same form with an optional reason.

Declined#

What it means: The client has rejected the proposal. The job won't proceed.

When it's used:

• Client clicked "Decline" on the proposal
• You manually marked it as declined

Actions available:

• Archive the estimate
• Duplicate and revise for a new quote
• Review for learning purposes

Invoiced#

What it means: The estimate has been converted to an invoice. The billing process has begun.

When it's used:

• After using "Convert to Invoice" – the estimate is marked Invoiced as soon as the invoice is created, even if you haven't sent the invoice yet
• The estimate is now linked to an invoice

Actions available:

• View the linked invoice
• Track payment status
• Resend the proposal – change the status back to Draft first. Sammy won't resend an invoiced quote (Send proposal in Actions shows a padlock), so if the job is going ahead, send the invoice instead

Edit is greyed out on an invoiced estimate too. Tap it to see why.

Archived#

What it means: The estimate is hidden from your main view but preserved for records.

When it's used:

• Old estimates you don't need to see regularly
• Declined jobs you want to keep for reference
• Superseded estimates (replaced by newer versions)

Actions available:

• View in archived filter
• Restore to active status

How Statuses Change#

Draft → Sent → Accepted → Invoiced
              ↘ Declined → Archived

Most estimates follow this flow:

1. Start as Draft
2. Send to client → Sent
3. Client responds → Accepted or Declined
4. If accepted, convert to invoice → Invoiced
5. Eventually → Archived

Filtering by Status#

Use the status filter on the Estimates page to:

• View only Draft estimates (work in progress)
• See all Sent proposals (awaiting response)
• Check Accepted jobs (confirmed work)
• Review Declined quotes (lost opportunities)

Changing Status Manually#

You can manually change an estimate's status:

1. Open the estimate
2. Tap Actions (on a computer it's in the bottom-right corner), then Change status
3. Change the status
4. Tap Save Changes

This is useful when:

• A client accepts via phone (manually mark as Accepted)
• You need to edit an accepted estimate — set it back to Draft to unlock editing, make your changes, then resend. Your previous sends are still recorded on the client's Activity Timeline and the estimate's Messages tab. See Can I Edit a Proposal After Sending? for the full walkthrough.
• Cleaning up old estimates

Related Articles#

• Track Your Proposal
• How Do I Delete an Estimate?