Create and Send Estimates in GoHighLevel

If you manage projects in tools like ClickUp and need a streamlined way to quote clients, learning how to create and send estimates in GoHighLevel will keep your sales and billing workflows organized. This guide walks you through every step, from building an estimate to sending it for client approval and converting it into an invoice.

Using estimates correctly inside GoHighLevel helps you present clear pricing, track client decisions, and maintain a consistent sales process across your pipelines.

Understanding Estimates in GoHighLevel

Before you start building documents, it is important to understand how estimates function inside GoHighLevel and where they appear in your account.

In the platform, estimates are:

• Linked to specific contacts or opportunities
• Designed to outline products, services, and pricing
• Used as a pre-invoice step for client approval
• Optional to convert into invoices after acceptance

You can access all estimates from the Payments or Opportunities areas, depending on how your GoHighLevel account is configured.

How to Create an Estimate in GoHighLevel

Follow these steps to create a new estimate from inside your GoHighLevel account interface.

Step 1: Open the Estimates Section in GoHighLevel

1. Log in to your GoHighLevel sub-account.
2. From the main left-hand navigation, go to the Payments or Invoices/Estimates area (label may vary by version).
3. Look for the Estimates tab and click it to view the estimates dashboard.

Here you will see a list of existing estimates along with their statuses, amounts, and related contacts.

Step 2: Start a New Estimate

1. Click the New Estimate or Create Estimate button.
2. Select the contact or opportunity you want to associate with the estimate.

If you start the process from a specific opportunity, GoHighLevel will automatically connect the estimate to that opportunity, which makes tracking your sales stages easier.

Step 3: Add Estimate Details

Next, you will configure the core details of your document inside GoHighLevel.

Fill in the following fields:

• Estimate name or title – A clear internal name for reference.
• Contact or company – The client who will receive the estimate.
• Issue date – The date the estimate is created.
• Expiration date – The last date the client can approve it.
• Estimate number – Auto-generated or manual numbering, depending on your settings.

Ensuring accurate details in this step helps keep reporting and follow-up clean in your GoHighLevel reports.

Step 4: Add Line Items and Pricing

1. Click to add a new line item.
2. Enter the product or service name.
3. Provide a description that clearly explains the item.
4. Set a quantity and unit price.
5. Confirm that taxes, discounts, or fees are correctly applied.

You can add multiple items to a single estimate. Use separate line items for each product or service so your client can easily understand the breakdown.

Step 5: Adjust Tax, Discount, and Totals

After adding line items, review the summary section at the bottom:

• Verify subtotal matches your expectations.
• Apply taxes if required by your region.
• Optionally add discounts as a percentage or fixed amount.
• Confirm the final total amount.

This calculation is handled automatically by GoHighLevel once you have configured your tax and currency settings in the account.

Customizing Estimate Content in GoHighLevel

GoHighLevel allows you to customize the text and appearance of your estimate, so it matches your brand and communicates important terms to your clients.

Adding Notes and Terms

Use the notes and terms sections to clarify how the estimate should be interpreted.

• Client notes – Explain scope, timelines, or any special conditions.
• Internal notes – Optional notes visible only inside your GoHighLevel account.
• Terms and conditions – Payment terms, revision limits, or legal language.

Clear notes reduce back-and-forth emails and ensure your client understands exactly what is included in the pricing.

Branding and Layout Options

Depending on your configuration, you can customize:

• Business name and logo appearing at the top
• Address and contact details
• Footer text for legal or compliance information

Set these defaults in your GoHighLevel settings so that every estimate pulls consistent branding automatically.

Sending Estimates from GoHighLevel

Once your document is finalized, sending it to your client from GoHighLevel is straightforward.

Step 1: Preview the Estimate

1. Click Preview to see how the estimate appears to the client.
2. Review all line items, totals, and terms.
3. Confirm that the client details, email, and expiration date are correct.

If anything needs adjustment, go back and edit before sending.

Step 2: Send the Estimate by Email

1. Select the Send or Send Estimate button.
2. Choose your sending method, typically email.
3. Review the default subject line and message body.
4. Customize your message to explain what the estimate covers and when you need a decision.
5. Click Send to deliver it from GoHighLevel to the client.

The client receives a secure link where they can view the estimate and complete actions such as approve or decline (depending on your configuration).

Managing Approvals and Statuses in GoHighLevel

Tracking estimate status is essential for managing your pipeline and forecasting revenue inside GoHighLevel.

Common Estimate Statuses

Typical statuses you will see include:

• Draft – You are still editing and have not sent it.
• Sent – The estimate has been emailed to the client.
• Viewed – The client has opened the estimate link.
• Accepted – The client approved the estimate.
• Declined – The client rejected or requested changes.

You can filter the estimates list by status to prioritize follow-up with clients who have not responded.

Client Approval Workflow

When a client opens the estimate from the email link, they can typically choose to approve it electronically. After approval:

• The status changes to Accepted in GoHighLevel.
• You can convert the estimate into an invoice or move the opportunity to the next pipeline stage.
• Your team can be notified based on your automation or notification settings.

If a client declines, contact them to understand their objections, then revise and resend a new estimate if required.

Converting Estimates to Invoices in GoHighLevel

After a client approves, GoHighLevel makes it easy to turn an approved estimate into an invoice without re-entering data.

Step-by-Step Conversion

1. Open the accepted estimate from the estimates list.
2. Click the Convert to Invoice or similar button.
3. Review the auto-filled invoice details, including client, items, and totals.
4. Adjust payment terms, due dates, or invoice notes if needed.
5. Save and send the invoice using the same email workflow options.

This conversion ensures that your pricing, taxes, and discount structure remain consistent and reduces the chance of manual errors.

Best Practices for Estimates in GoHighLevel

To get the most from estimates in GoHighLevel, keep the following best practices in mind.

• Standardize templates – Create reusable structures for common offers.
• Keep terms clear – Clearly define what is and is not included.
• Set realistic expiration dates – Encourage timely decisions without rushing clients.
• Use automations – Trigger follow-up emails or pipeline moves based on estimate status.
• Review analytics – Monitor accepted vs. declined estimates to refine your offers.

Implementing these habits will help your GoHighLevel account become a central hub for quoting, approvals, and billing.

Additional Resources

For deeper technical details and the most up-to-date interface screenshots, review the official GoHighLevel documentation for this feature directly at this support article on how to create and send estimates.

If you need broader consulting on optimizing your CRM, funnels, and operations stack alongside GoHighLevel, you can explore professional services from Consultevo.

By following the steps above, you can confidently create, customize, send, and manage estimates in GoHighLevel, giving your clients transparent pricing while keeping your internal workflows efficient and consistent.

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