Creating Estimates in Factumo

Creating estimates (presupuestos) in Factumo helps you provide professional quotes to potential clients before starting work. This guide walks you through creating estimates that can be easily converted to invoices once accepted.

What Are Estimates?

Estimates, also called quotes or presupuestos in Spanish, are formal offers to provide goods or services at a specified price. Unlike invoices, estimates are not legally binding payment requests - they're proposals that clients can accept or decline.

Estimates vs. Invoices

Estimates (Presupuestos):

• Proposed pricing before work begins
• Client can accept, decline, or negotiate
• Not counted in revenue until accepted and invoiced
• Have expiry dates (typically 30 days)
• Can be modified freely before acceptance
• Don't require sequential numbering like invoices

Invoices (Facturas):

• Legal payment requests for completed work
• Subject to strict Spanish legal requirements
• Counted in revenue when issued
• Sequential numbering mandatory
• Limited editing after finalization
• See Spanish Requirements

When to Use Estimates

Create estimates when:

• Client requests a price quote before committing
• Project scope needs written confirmation
• You want client approval before starting work
• Complex projects need detailed pricing breakdown
• Competition requires formal bid documentation

Common scenarios:

• Web development projects
• Construction and renovation quotes
• Consulting engagements
• Custom product orders
• Event planning services

Before You Start

Ensure you've completed these setup steps:

1. Company information configured - See Company Setup Guide
2. At least one client added - See Managing Clients
3. Default VAT rates set - Typically 21% for most services
4. Estimate numbering configured - Optional custom format

Creating a New Estimate

Step 1: Navigate to Estimates

From your dashboard, click Estimates in the main navigation, then click the New Estimate button in the top right.

Step 2: Select Your Client

Choose the client you're quoting from the dropdown menu. Factumo will automatically populate:

• Client's legal name
• Tax ID (NIF/CIF/NIE)
• Complete address
• Email address

Don't see your client? Click Create Client to add a client record on the fly. You'll return to the estimate form after saving the client.

Tip: For potential clients you haven't worked with yet, create a client record with all available information. This makes conversion to invoice seamless if they accept.

Step 3: Set Estimate Details

Configure the basic estimate information:

Estimate Number

Factumo automatically assigns the next estimate number based on your configured numbering system. Unlike invoices, estimate numbers don't require strict sequential order, but maintaining sequence is good practice.

Common formats:

• EST-001, EST-002... - Simple sequential
• PRE-2025-001 - Year-based (Spanish: presupuesto)
• Q2025-001 - Quote-based numbering

You can customize the format in Settings → Estimates.

Estimate Date

• Default: Today's date
• Custom: Click the calendar to select a different date

The estimate date typically represents when you're providing the quote. This is usually today's date, but you can backdate if needed.

Expiry Date

Set when this estimate expires and is no longer valid:

• 30 days - Industry standard for most estimates
• 15 days - For time-sensitive quotes
• 60 days - For large projects requiring longer decision time
• 90 days - For enterprise or government bids
• Custom date - Select a specific expiry date

Why expiry dates matter:

• Material/service costs may change over time
• Your availability may change
• Currency exchange rates fluctuate
• Creates urgency for client decision

Spanish practice: 30 days is standard, but complex projects often use 60-90 days. State clearly: "Este presupuesto es válido hasta [expiry date]."

After the expiry date, the estimate status automatically changes to Expired. You can extend the expiry date if needed before conversion.

Currency

Select the estimate currency:

• EUR (€) - Default for Spanish domestic estimates
• Other currencies - USD, GBP, SEK, NOK, etc.

For foreign currencies, Factumo automatically fetches current exchange rates from the European Central Bank. The rate is locked when you create the estimate to ensure consistency if converted to invoice later.

Multi-currency tip: See our Multi-Currency Guide for handling international quotes.

Step 4: Add Line Items

Line items describe what you're proposing to provide. Click Add Line Item for each product or service.

Description

Provide a clear, detailed description of what you'll deliver:

Too vague: "Professional services" Better: "Web development services" Best: "Web development services: Complete homepage redesign including responsive layout for mobile/tablet, contact form integration, SEO optimization, and 3 rounds of revisions"

Best practices:

• Be specific about deliverables
• Include what's excluded to avoid scope creep
• Mention timelines if relevant
• Note any assumptions (e.g., "Client provides all content and images")

Spanish context: Include Spanish terminology when appropriate:

• "Desarrollo web completo con diseño responsive"
• "Consultoría de marketing digital - 10 horas"

Quantity

Enter the quantity:

• Services: Hours, days, projects (e.g., 40 hours, 1 project)
• Products: Units, items, licenses (e.g., 5 licenses, 100 units)
• Fixed price: Use 1 for flat-rate project pricing

Hourly vs. fixed pricing:

Hourly (common for consulting):

Description: Web development services
Quantity: 40 hours
Unit Price: €75.00
Total: €3,000.00

Fixed (common for projects):

Description: Complete website redesign (40-50 hours estimated)
Quantity: 1 project
Unit Price: €3,500.00
Total: €3,500.00

Unit Price

The price per unit before VAT:

• Enter the net price (excluding VAT)
• Use decimal separator (e.g., 1500.00 or 75.50)
• Consider your costs, time, and market rates

Factumo automatically calculates the line total: Quantity × Unit Price

Pricing tips:

• Research market rates for your industry
• Include a margin for revisions/changes
• Round to psychologically appealing numbers (€75 vs. €73.47)
• Consider package pricing for better perceived value

VAT Rate

Select the applicable VAT (IVA) rate:

• 21% - General rate (most services, goods, digital products)
• 10% - Reduced rate (hospitality, transport, certain food products)
• 4% - Super-reduced rate (basic necessities like bread, milk, books)
• 0% / Exempt - Specific exempt services

Important: Estimates should use the same VAT rates that will apply when converted to invoice. See Spanish Requirements for detailed VAT guidance.

Special cases:

• EU B2B services - Select "Reverse Charge (0%)" and add note "Inversión del sujeto pasivo"
• Non-EU exports - Select "Export (0%)" and add note "Exenta de IVA - Exportación"

Add Multiple Line Items

Click Add Line Item to add more products/services to the estimate. Each line item can have a different VAT rate and description.

Example estimate for web project:

Step 5: Add Delivery Information (Optional)

Provide delivery details to set clear expectations:

Delivery Timeline

Specify when the work will be completed:

Examples:

• "2-3 weeks from project start date"
• "30 business days from approval"
• "Completed by June 30, 2025"
• "Phase 1: 2 weeks, Phase 2: 2 weeks"

Spanish examples:

• "Plazo de entrega: 2-3 semanas desde el inicio"
• "Fecha estimada de finalización: 30 de junio de 2025"

Delivery Location

Where will services be performed or products delivered:

Examples:

• "Client's office in Madrid"
• "Remote work (online delivery)"
• "On-site at project location"
• "Shipped to registered business address"

Delivery Terms

Additional terms and conditions:

Examples:

• "50% deposit required before starting work"
• "Client to provide necessary access and materials within 3 business days"
• "Final delivery subject to client approval of milestone reviews"
• "Revisions beyond 3 rounds billed at hourly rate of €75/hour"

Spanish legal tip: Clear delivery terms help avoid disputes. Consider adding: "Los trabajos adicionales fuera del alcance de este presupuesto se facturarán por separado."

Step 6: Review Totals

Factumo automatically calculates and displays:

• Subtotal (Base imponible) - Sum of all line items before VAT
• VAT breakdown - Separate totals for each VAT rate used
• Total VAT - Sum of all VAT amounts
• Total Amount - Final amount including VAT

Example calculation:

Subtotal (21% VAT): €3,700.00
VAT (21%): €777.00

Subtotal (4% VAT): €100.00
VAT (4%): €4.00

Total VAT: €781.00
Total Estimate: €4,481.00

Double-check these totals before proceeding. Clients will see these final figures on the estimate PDF.

Step 7: Add Notes

Add additional information for the client:

Client Notes

Notes that appear on the estimate document itself:

Examples:

Este presupuesto es válido hasta el [expiry date].

El proyecto incluye 3 rondas de revisiones. Revisiones adicionales
se facturarán a €75/hora.

50% de señal requerida para comenzar el proyecto.
Resto pagadero a la finalización.

Gracias por considerar nuestros servicios.

What to include:

• Payment terms (deposit requirements)
• What's included/excluded
• Assumptions made
• Next steps if accepted
• Contact information for questions

Internal Notes

Notes only visible to you and your team:

Examples:

Client requested rush timeline - may need to bring in contractor
Competitor quote was €5,200 - we're competitive
Client prefers communication via WhatsApp
Source: Referral from previous client Maria G.

Internal notes help track context without cluttering the client-facing document.

Step 8: Choose Status

Select the initial status for your estimate:

Draft - Save for later completion

• Not sent to client yet
• Can be edited freely
• Not counted in estimate metrics
• Perfect for preparing quotes before finalizing details

Sent - Ready to send or mark as sent

• Ready for client review
• PDF generated and locked
• Tracked in metrics
• Can mark as sent if sending outside Factumo

Tip: Use Draft status when you need to verify costs, check availability, or get internal approval before sending to client.

Step 9: Create the Estimate

Click Create Estimate to save your estimate.

What happens next:

1. Draft status - Estimate saved, you can continue editing
2. Sent status - Estimate is ready for client
   • PDF generated automatically
   • Ready to email/download/share
   • Client can view and accept/decline

After Creating the Estimate

Once your estimate is created, you have several options:

View Estimate

Click on the estimate to see the full detail view with:

• Complete estimate information
• Current status (draft, sent, accepted, rejected, expired)
• Activity history
• Action buttons

Download PDF

Click Download PDF to get a professional estimate PDF:

• Professional layout with your branding
• All line items and calculations
• Clear pricing breakdown
• Expiry date and terms displayed
• Ready to print or save locally

Spanish formatting: PDFs automatically format currency, dates, and terminology according to Spanish conventions.

Send via Email

Click Send Estimate to email the estimate directly to your client:

• Email sent to client's registered email address
• Includes PDF attachment
• Customizable email message
• Delivery tracking

Default email template:

Subject: Presupuesto [ESTIMATE_NUMBER] - [YOUR_COMPANY_NAME]

Estimado/a cliente,

Adjunto encontrará el presupuesto [ESTIMATE_NUMBER] para los servicios
solicitados, por importe de [TOTAL_AMOUNT].

Este presupuesto es válido hasta el [EXPIRY_DATE].

Si tiene alguna pregunta o desea proceder, no dude en contactarnos.

Un saludo,
[YOUR_COMPANY_NAME]

Share Link

Click Share Link to generate a secure link to the estimate:

• Client can view and accept/decline from browser
• No login required for client
• Access controlled by secure token
• Automatically expires with estimate expiry date

Client experience: Client sees professional estimate view with option to accept or decline. If accepted, you're notified and can proceed with converting to invoice.

Mark as Sent

If you send the estimate outside Factumo (e.g., printed copy, your own email, WhatsApp), click Mark as Sent to update the status and track that the client received it.

Duplicate Estimate

Click Duplicate to create a copy of an existing estimate:

• All line items and details copied
• New estimate number assigned
• Update client and dates as needed
• Saves time for similar quotes

Perfect for:

• Creating variations with different pricing
• Quoting similar projects to different clients
• Updating expired estimates with new dates

Common Estimate Scenarios

Scenario 1: Simple Service Quote

Client needs: Basic web maintenance

Estimate:

Description: Monthly website maintenance package
Quantity: 1 month
Price: €150.00
VAT (21%): €31.50
Total: €181.50

Delivery: Ongoing, first month from acceptance
Terms: Recurring monthly service, cancel anytime with 30 days notice

Scenario 2: Complex Project with Phases

Client needs: Complete website rebuild

Estimate:

Phase 1: Design & Planning
- UX/UI Design: €2,000.00
- Content planning: €500.00

Phase 2: Development
- Frontend development: €3,500.00
- Backend development: €2,500.00
- Database setup: €800.00

Phase 3: Launch & Training
- Deployment & testing: €600.00
- Client training: €400.00

Subtotal: €10,300.00
VAT (21%): €2,163.00
Total: €12,463.00

Delivery Timeline:
- Phase 1: 2 weeks
- Phase 2: 4 weeks
- Phase 3: 1 week
Total: 7 weeks from project start

Terms: 30% deposit, 40% at Phase 2 completion, 30% at final delivery

Scenario 3: Product Quote with Volume Pricing

Client needs: Business cards for company

Estimate:

Business cards - Premium stock, full color, matte finish
500 units: €125.00 (€0.25/card)
1000 units: €200.00 (€0.20/card) ← Recommended
2500 units: €425.00 (€0.17/card)

Delivery: 5-7 business days from artwork approval
Shipping: €15.00

Best Practices for Professional Estimates

Be Detailed and Specific

Poor estimate:

Website: €5,000

Professional estimate:

Complete website redesign including:
- Homepage with hero section and 5 content blocks
- 4 interior pages (About, Services, Contact, Blog)
- Responsive design for mobile, tablet, desktop
- Contact form with email notification
- Blog setup with CMS integration
- SEO optimization (meta tags, sitemap, schema markup)
- 3 rounds of design revisions
- 2 weeks training and handoff support

Price: €5,000 (excluding domain and hosting)

Include Clear Exclusions

Help avoid scope creep by stating what's NOT included:

Examples:

Not included in this estimate:
- Domain name registration (client responsibility)
- Ongoing hosting fees (€20/month, billed separately)
- Stock photography (estimated €200-400, billed at cost)
- Content writing (can be added for €75/hour)
- Revisions beyond 3 rounds (€75/hour)

Set Realistic Timelines

Don't overpromise to win the work:

• Add buffer time for unexpected delays
• Consider your availability and other projects
• Account for client response time (approvals, feedback, materials)
• Communicate clearly if timeline depends on client actions

Example:

Delivery Timeline: 4-5 weeks from project kickoff

Timeline assumes:
- Client provides all necessary materials within 3 business days
- Feedback provided within 2 business days of each milestone
- No more than 2 major revision rounds

Delays in client feedback will extend delivery timeline accordingly.

Use Professional Language

Match your client's sophistication level:

• Technical clients: Use industry terms they'll understand
• Non-technical clients: Explain in plain language
• Spanish clients: Use Spanish terminology appropriately
• International clients: Keep language clear and simple

Spanish professional phrases:

- "Presupuesto válido hasta..." (Valid until...)
- "Plazo de entrega estimado" (Estimated delivery timeline)
- "Condiciones de pago" (Payment terms)
- "Trabajos incluidos" (Included work)
- "No incluido en este presupuesto" (Not included in this estimate)

Offer Options or Packages

Give clients choices to increase acceptance rate:

Example - Tiered packages:

BASIC PACKAGE - €2,500
- 5-page website
- Mobile responsive
- Contact form
- 1 revision round

PROFESSIONAL PACKAGE - €4,500 (Recommended)
- 10-page website
- Mobile responsive
- Contact form + newsletter signup
- Blog setup
- SEO basics
- 3 revision rounds

PREMIUM PACKAGE - €7,500
- Everything in Professional
- E-commerce integration (10 products)
- Advanced SEO
- 6 months maintenance included
- Unlimited revisions

Follow Up Strategically

Timing matters:

1. Day 1 - Send estimate immediately after client meeting
2. Day 3-5 - Follow up if no response: "Did you have a chance to review?"
3. Day 10-14 - Check in again: "Happy to discuss any questions"
4. Before expiry - Remind: "Estimate expires in 5 days, can extend if needed"

Follow-up email template:

Subject: Presupuesto [ESTIMATE_NUMBER] - ¿Alguna pregunta?

Hola [CLIENT_NAME],

Espero que haya tenido la oportunidad de revisar el presupuesto
que envié el [date].

¿Tiene alguna pregunta o necesita alguna aclaración sobre los
servicios propuestos?

Estoy disponible para discutir cualquier aspecto del proyecto.

Un saludo,
[YOUR_NAME]

Next Steps

Now that you know how to create estimates:

• Converting to Invoices - Turn accepted estimates into invoices
• Creating Invoices - Understand invoice creation process
• Managing Clients - Set up client records properly

Need help creating estimates? Contact support at support@factumo.com