Estimate to invoice to payment

Price the estimate

1. In the job, open Estimates & documents and build the estimate line by line from your own service list: hourly, daily, per square foot, minimum or custom pricing.
2. Add materials, lumped or itemized, with photo, unit price and quantity. Add percentage add-ons such as disposal or permits.
3. Give the client choosable options (sink A or sink B) that adjust the total before signing.
4. Set your markup. The client never sees it and cannot derive it: the numbers on their copy add up to what they pay, with no residue to subtract. A line you mark internal stays internal.

Send it, and let the signature do the paperwork

1. Sending is its own deliberate step, so nothing leaves by accident.
2. The client signs in their portal, on their phone, with a finger. The signature stamps their name, the time and the IP into the PDF, and the file locks.
3. Editing a template later never changes a document you already sent: each one is frozen when it goes out.
4. Change orders work the same way: the client asks, you price it once, they sign, and the invoice activates the moment they do.

Where it lives: Each job’s Documents section. Signature, initial, acknowledge, text and date fields go anywhere, including on a PDF you uploaded.

Collect

1. Your client sees your own payment instructions in their portal and pays you the way they always have. The money comes straight to you: VuseDesk takes no percentage and never holds it.
2. However it arrives, check, cash, Zelle, Square or a card on your own reader, you record it against the invoice with the amount, the date and a note. Numbered invoices and receipts either way.
3. Deposits, part payments and refunds are all first-class. A refund is recorded as a negative entry, so the balance and the job profit stay right; you return the money the way you took it.
4. Sales tax is optional, off by default, and you type your own rate. VuseDesk never calculates a rate for you and never gives tax advice.

What runs by itself

• An unsigned document is chased by email at about 48 hours and again at about five days, capped at two nudges.
• An overdue invoice is flagged and the client reminded the day after it was due.
• A client who never logged in gets an invite nudge.
• Profit is shown two ways on purpose: against what you billed, and against what actually arrived in the bank. Only one of those pays wages.
• At year end, export the accountant’s file: expenses, payments, receivables and totals by category, as a CSV.