Proposals and PDFs

Every estimate in CleanEstimate Pro can be turned into a professional PDF proposal. The system generates PDFs automatically when you preview or send an estimate. Customers also get a web-based proposal link where they can view, accept, or decline.

PDF Preview

On the review step of any estimate builder, click Preview to open a PDF preview in a new tab.

The preview renders the full proposal exactly as the customer will see it. Use this to catch formatting issues, pricing errors, or missing information before sending.

What the PDF Includes

Each PDF proposal contains the following sections:

PDF Variants

CleanEstimate Pro generates different PDF layouts depending on the estimate type:

• Residential -- standard service-based layout with property details.
• Commercial -- includes multi-option pricing and site condition notes.
• Commercial Building -- shows surface-level line items and building-specific details.
• Fleet -- lists vehicle types, counts, and per-unit pricing.
• Generic Quote -- displays manual line items in a simple table format.
• Maintenance Proposal -- shows the visit schedule, per-visit pricing, and annual cost.

Sending Proposals by Email

When you click Send Estimate on the review step, the system attaches the PDF to the outgoing email automatically. The customer receives:

1. An email with a summary of the estimate and the PDF attached.
2. A clickable link to view the proposal online.

You do not need to download and attach the PDF manually. The system handles it.

Downloading a PDF

You can download a PDF at any time from the estimate detail page.

1. Go to Admin > Estimates and click on an estimate.
2. Click Download PDF on the estimate detail page.
3. The PDF downloads to your device.

This is useful when you need to print a proposal, attach it to a separate email, or save a copy for your records.

Online Proposal Link

Every sent estimate generates a unique proposal URL. The customer can open this link in any browser.

What the Customer Sees

The online proposal page displays:

• A branded header with your company logo.
• The full estimate breakdown with line items and pricing.
• An expiration notice if the proposal has a validity period.
• An Accept button that opens the e-signature capture.
• A Decline button to reject the proposal.

E-Signature

When the customer clicks Accept, a signature pad appears. They draw their signature using a mouse, trackpad, or finger on a touchscreen. After signing, they confirm acceptance.

Once signed:

• The estimate status changes to Accepted.
• You receive a notification.
• The signature is stored and attached to the estimate record.

Proposal Expiration

You can configure how long proposals remain valid. After the expiration date, the online proposal page shows an expiration notice and disables the accept button. The customer must contact you for a new proposal.

A cron job runs daily to expire proposals that have passed their validity date.

Tips

• Always preview before sending. A two-second check prevents embarrassing pricing errors.
• Use the online proposal link instead of the PDF when possible. The web version is interactive and allows e-signature without printing.
• Download PDFs for in-person sales. If you are meeting a customer on-site, pull up the PDF on a tablet or print it beforehand.
• Check your company logo in Settings. The logo appears at the top of every PDF and online proposal.

Troubleshooting

PDF is blank or missing sections

Make sure the estimate has at least one service selected with pricing greater than zero. A blank estimate produces a minimal PDF.

Customer says they cannot open the proposal link

Verify the link has not expired. Check the estimate detail page for the current status. If the proposal expired, resend the estimate to generate a new link.

Company logo is not showing on the PDF

Go to Settings > Account and upload a logo. The PDF generator uses the logo stored in your organization settings.