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Workflows

Workflow Action - Send Estimate

Learn how to configure, test, and track the GHL Customer Care Send Estimate workflow action with best‑practice blueprints, templates, and troubleshooting tips.

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  1. Key Benefits of Send Estimate Action
  2. Prerequisites
  3. How to Setup the Send Estimate Action in Workflows
  4. Example: Home Renovation Estimate
  5. Frequently Asked Questions
  6. Related Articles

Send Estimate automates proposal delivery directly from your GHL Customer Care workflows using your Estimate Templates. Use email or Text to deliver professional, branded estimates at the right moment. This guide shows how to use the Send Estimate Action in GHL Customer Care Workflows.

TABLE OF CONTENTS

What is the Send Estimate Workflow Action

The Send Estimate action automatically generates an estimate from an estimate template and delivers it to a contact through the channel you choose (Email or Text). It’s designed for pipeline‑driven sales motions where proposals must go out consistently, with proper branding, taxes, and totals without manual effort.

In short, once a workflow reaches this action, GHL Customer Care builds an estimate from your chosen template, fills in available contact/opportunity details, and sends it to the contact using your selected sender and channel.

Key Benefits of Send Estimate Action

  • Speed to proposal: Send estimates instantly when a lead reaches a specific stage, submits a form, or requests pricing.

  • Consistency & branding: Ensure every estimate uses the correct template, logos, taxes, and currency—no ad‑hoc PDFs.

  • Channel flexibility: Deliver by Email or SMS based on the contact data you have and their preferred communication.

  • Audit-ability: Keep a record of when each estimate was sent, viewed, accepted, and paid.

Prerequisites

Getting these items ready avoids delivery failures and template mismatch issues that slow down sales.

  • Payments is enabled for the location and a payment processor is connected.

  • At least one Estimate Template is created and active (branding, taxes, currency set).

  • The contact has a valid Email and/or Phone based on your selected channel.

  • Email sending domain is verified and compliant; SMS sending is compliant and the contact is opted in.

How to Setup the Send Estimate Action in Workflows

Follow these steps to add the action to a workflow and configure it for consistent, predictable outcomes.

  1. Log in to your sub-account.

  2. Go to Automations > Workflows.

    Step 2 of 11: Go to Automations > Workflows What this shows Step 2 of 11: Go to Automations > Workflows. What this shows Shows where to go for step 2 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". This screenshot accompanies step 2 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". At this point in the walkthrough you go to Automations > Workflows. For context, this section explains: Follow these steps to add the action to a workflow and configure it for consistent, predictable outcomes. The navigation path used here is Automations > Workflows. The next step is to create a new workflow or open an existing one. Step 2 of 11Path: Automations > WorkflowsImage 1 of 7 Where to goGo to Automations > Workflows.
    Buttons and menus referenced Automations > Workflowsnewworkflowopenexisting+ Add New Triggertrigger+addActionSend EstimateFrom
    Next stepCreate a new workflow or open an existing one.
    All 11 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows. this image
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    5. Click + to add an Action and search for Send Estimate.
    6. Select From User and Estimate Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)
    9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    10. Click on Save Action.
    11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.
     

  3. Create a new workflow or open an existing one.

    Step 3 of 11: Create a new workflow or open an existing one What this shows Step 3 of 11: Create a new workflow or open an existing one. What this shows Shows what this covers for step 3 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". This screenshot accompanies step 3 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". At this point in the walkthrough you create a new workflow or open an existing one. The navigation path used here is Automations > Workflows. The next step is to click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.). Step 3 of 11Path: Automations > WorkflowsImage 2 of 7 What this coversCreate a new workflow or open an existing one.
    Buttons and menus referenced newworkflowopenexistingAutomations > Workflows+ Add New Triggertrigger+addActionSend EstimateFrom
    Next stepClick on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    All 11 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one. this image
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    5. Click + to add an Action and search for Send Estimate.
    6. Select From User and Estimate Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)
    9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    10. Click on Save Action.
    11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)

    Step 4 of 11: Click on the + Add New Trigger button to add a trigger that correlates… What this shows Step 4 of 11: Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed… What this shows Shows what to click for step 4 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". This animation accompanies step 4 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". At this point in the walkthrough you click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.). The navigation path used here is Automations > Workflows. The next step is to click + to add an Action and search for Send Estimate. Step 4 of 11Path: Automations > WorkflowsImage 3 of 7 What to clickClick on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    Buttons and menus referenced + Add New TriggertriggerAutomations > Workflowsnewworkflowopenexisting+addActionSend EstimateFrom
    Next stepClick + to add an Action and search for Send Estimate.
    All 11 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.) this image
    5. Click + to add an Action and search for Send Estimate.
    6. Select From User and Estimate Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)
    9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    10. Click on Save Action.
    11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  5. Click + to add an Action and search for Send Estimate.

    Step 5 of 11: Click + to add an Action and search for Send Estimate What this shows Step 5 of 11: Click + to add an Action and search for Send Estimate. What this shows Shows what to click for step 5 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". This animation accompanies step 5 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". At this point in the walkthrough you click + to add an Action and search for Send Estimate. The navigation path used here is Automations > Workflows. The next step is to select From User and Estimate Template. Step 5 of 11Path: Automations > WorkflowsImage 4 of 7 What to clickClick + to add an Action and search for Send Estimate.
    Buttons and menus referenced +addActionSend EstimateAutomations > Workflowsnewworkflowopenexisting+ Add New TriggertriggerFrom
    Next stepSelect From User and Estimate Template.
    All 11 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    5. Click + to add an Action and search for Send Estimate. this image
    6. Select From User and Estimate Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)
    9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    10. Click on Save Action.
    11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  6. Select From User and Estimate Template.

    Step 6 of 11: Select From User and Estimate Template What this shows Step 6 of 11: Select From User and Estimate Template. What this shows Shows what to choose for step 6 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". This animation accompanies step 6 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". At this point in the walkthrough you select From User and Estimate Template. For context, this section explains: Follow these steps to add the action to a workflow and configure it for consistent, predictable outcomes. The navigation path used here is Automations > Workflows. The next step is to select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation. Step 6 of 11Path: Automations > WorkflowsImage 5 of 7 What to chooseSelect From User and Estimate Template.
    Buttons and menus referenced FromUserEstimateTemplateAutomations > Workflowsnewworkflowopenexisting+ Add New Triggertrigger+
    Next stepSelect Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    All 11 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    5. Click + to add an Action and search for Send Estimate.
    6. Select From User and Estimate Template. this image
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)
    9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    10. Click on Save Action.
    11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.

  8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)

  9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
     

  10. Click on Save Action.

    Step 10 of 11: Click on Save Action What this shows Step 10 of 11: Click on Save Action. What this shows Shows how to confirm for step 10 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". This screenshot accompanies step 10 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". At this point in the walkthrough you click on Save Action. For context, this section explains: Follow these steps to add the action to a workflow and configure it for consistent, predictable outcomes. The navigation path used here is Automations > Workflows. The next step is to test the workflow to make sure everything is setup correctly. Publish and Save the workflow. Step 10 of 11Path: Automations > WorkflowsImage 6 of 7 How to confirmClick on Save Action.
    Buttons and menus referenced Save ActionAutomations > Workflowsnewworkflowopenexisting+ Add New Triggertrigger+addActionSend Estimate
    Next stepTest the workflow to make sure everything is setup correctly. Publish and Save the workflow.
    All 11 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    5. Click + to add an Action and search for Send Estimate.
    6. Select From User and Estimate Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)
    9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    10. Click on Save Action. this image
    11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

    Step 11 of 11: Test the workflow to make sure everything is setup correctly. Publish… What this shows Step 11 of 11: Test the workflow to make sure everything is setup correctly. What this shows Shows how to confirm for step 11 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". This screenshot accompanies step 11 of 11 in the "How to Setup the Send Estimate Action in Workflows" section of "Workflow Action - Send Estimate". At this point in the walkthrough you test the workflow to make sure everything is setup correctly. Publish and Save the workflow. The navigation path used here is Automations > Workflows. Step 11 of 11Path: Automations > WorkflowsImage 7 of 7 How to confirmTest the workflow to make sure everything is setup correctly. Publish and Save the workflow.
    Buttons and menus referenced TestworkflowPublishSaveAutomations > Workflowsnewopenexisting+ Add New Triggertrigger+add
    All 11 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Estimate Action (e.g., Pipeline Stage Changed, Opportunity Status Changed, Form Submitted etc.)
    5. Click + to add an Action and search for Send Estimate.
    6. Select From User and Estimate Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Sending Mode between Create as Draft (estimate will be saved as draft for reviewing before sending) or Send Directly (estimate will be sent immediately after workflow execution.)
    9. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    10. Click on Save Action.
    11. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow. this image

Example: Home Renovation Estimate

Scenario: A home renovation company wants to send estimates promptly when a potential client shows interest.

Setup:

  • Trigger: Opportunity Created (or any other relevant trigger)
  • Action Name: Send Home Renovation Estimate
  • From User: Sarah Johnson
  • Estimate Template: Home Renovation Proposal 
  • Estimate Mode: Live

Outcome: When the specified trigger occurs, the selected estimate is automatically sent to the customer, improving conversion potential.

Frequently Asked Questions

Q: What happens if the contact has both email and phone?

Select the Email and Text option in the Channel field.

Q: Does Test mode notify real customers?

No, use Test mode with a seed contact you control to validate copy, variables, and delivery before going Live.

Q: Which user identity is used to send the estimate?

The From User you select. If that user is deactivated later, update the action to an active sender.

Q: Where do I see whether an estimate was viewed or accepted?

Open the contact or estimates area to see delivery history and status events like Sent, Viewed, Accepted, Declined, or Paid.

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