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Estimates, deposits & invoicing

Price the job once. The estimate, the deposit and the invoice follow.

When you create a job in SendWork, you price it there — fixed or hourly, line items, taxes and a deposit if you want one. The estimate is made from that, your customer approves it online, and when the work is done the invoice is already filled in. You press send; your customer pays the way they already pay you — or, at launch, by card online.

Claim early access See one job, from price to paid

Approval PendingAwaiting DepositScheduledWork In ProgressCompletedPaid

J. Henderson · sample job, invented customer

  1. PriceFixed price · 2 line items · taxSet up once
  2. EstimateEmailed the moment it’s createdApproved by the customer
  3. Deposit30% · requested automaticallyPaid · ready to start
  4. StartStart work · customer emailedWork in progress
  5. FinishComplete Task · invoice readyCustomer emailed
  6. PaidBalance paid by cardPaid in full

What we set out to build

Enter the numbers once. SendWork carries the job from estimate to paid.

  1. 1

    Create the job

    Price it once. Switch on the estimate and the deposit.

  2. 2

    They approve and pay

    Your customer approves the estimate and pays the deposit on their phone.

  3. 3

    You get paid

    Do the work. The invoice is ready; they pay it. Done.

The usual way vs SendWork

  1. Lead
  2. Convert
  3. Customer
  4. Estimate
  5. Deposit
  6. Job
  7. Invoice
  8. Payment…

SendWork: create the job. One form, one press.

Most job software splits one job across separate screens — the customer, the estimate, the job, the deposit, the invoice. SendWork keeps it as one record and asks for everything once.

Most job softwareThe usual routine — illustration

  1. 1Log the leadLeads
  2. 2Convert itLeads
  3. 3Add the customerCustomers
  4. 4Send the estimateEstimates
  5. 5Request the depositPayments
  6. 6Set up the jobJobs
  7. 7Create the invoiceInvoices
  8. 8Send the invoiceInvoices
  9. 9Wait for payment…

Step 9 of 9 · 6 screens

9 steps · 6 screens

One form, when you create the job

TitleWater heater replacement

CustomerJ. Henderson

PricingFixed Price · C$850.00Line items2

Mark as Estimate

Require Deposit?

Create Task
  • ✓Estimate on their phone
  • AutomatedDeposit requested the moment they approve
  • ✓On the calendar
  • ✓Invoice drafted on the job, ready when you finish
✓Done.The usual way is still on step 3.The usual way just caught up — 9 steps later.

1 form · 1 press

Step by step

One job, from created to paid.

Follow one job from the moment you create it to the moment it’s paid. Every job opens in a side drawer with all its tabs. Keep scrolling and watch it move naturally from one stage to the next.

Try it three ways

Mix and match on any job: fixed price or hourly, one-off or repeating, an estimate and a deposit together, either one alone, or neither.

  1. You · in SendWorkCreate the jobSet a fixed price, then add two line items and your tax rate. Turn on Mark as Estimate, ask for a 30% deposit and assign Ana from your team.Set up once
  2. You · in SendWorkEstimateCreate Task makes the estimate from the job and emails it to your customer — deposit and all.
    Your customer · on their phone

    J. Henderson opens the estimate email and taps Approve. Your job moves on by itself.

    Approved
  3. Automated · no action from youDepositThe instant they approve, the 30% deposit request is in front of them — automatically, on the same page. You do nothing. When it’s paid, the Invoice tab already shows it.
    Your customer · on their phone

    They pay the 30% deposit by card, right there.

    Deposit paid · ready to start
  4. You · in SendWorkStartPress Start work on the scheduled date and time. Your customer gets an automated email that the work has started.Work in progress
  5. You · in SendWorkFinishPress Complete Task when it’s done. Your customer gets an email that it’s finished — and the invoice opens, already filled in.Invoice ready
  6. You · in SendWorkInvoiceWork, parts, tax, the deposit taken off and how to pay — all there. Check it over and press Send Invoice.Sent
  7. You · in SendWorkPaidThe balance lands on the Payments tab by itself — next to the deposit. Paid in full.
    Your customer · on their phone

    They open the invoice email and pay the balance by card.

    Paid in full
  1. Create the job
  2. Estimate approved
  3. Deposit in
  4. Work started
  5. Work finished
  6. Paid

Create Task✕

TitleTitleWater heater replacement
CustomerSelect customerJ. Henderson
DescriptionDescribe the workRemove the old 150-litre water heater, install and connect a new 200-litre unit, test for leaks and haul the old one away.
Assigned toSelect team memberAna
RepeatDoesn’t repeat
Pricing Fixed PriceHourly Rate C$0.00C$850.00
Line items
  1. 200-litre water heater1 × C$1,050.00C$1,050.00
  2. Expansion tank1 × C$125.00C$125.00
+ Add line items+ Add another item
Tax—HST (sample rate 13%)

Mark as Estimate

Require Deposit?

Deposit Percentage30%C$686.48

Create Task
DetailsInvoiceEstimatePaymentsTime TrackingInternalHistoryFiles

Water heater replacementApproval PendingAwaiting DepositScheduledWork In ProgressCompleted

Awaiting Estimate ApprovalEstimate Approved / Deposit RequiredEstimate Approved / Ready to StartWork In ProgressCloseout Ready

Your CompanyESTIMATE

Fixed priceC$850.00

200-litre water heater 1 × C$1,050.00C$1,050.00

Expansion tank 1 × C$125.00C$125.00

HST (sample rate 13%)C$263.25

TotalC$2,288.25

Deposit required (30%) Due on approvalPendingC$686.48

Balance after depositC$1,601.77

Sent Estimate emailed to J. Henderson · just nowAccepted Approved by J. Henderson on their phone

AutomatedDeposit request in front of J. Henderson the instant they approved

Your CompanyINVOICE

Fixed priceC$850.00

200-litre water heater 1 × C$1,050.00C$1,050.00

Expansion tank 1 × C$125.00C$125.00

HST (sample rate 13%)C$263.25

TotalC$2,288.25

Deposit (30%) · paid by card ✓−C$686.48

Balance dueC$1,601.77

AutomatedDeposit recorded on the job and taken off the invoicePrepared from the job · ready to send when the work’s done

How to payPay by card onlineorInterac e-Transfer: billing@yourcompany.ca

Send InvoiceInvoice sent

AutomatedWork completed · email sent to the customer

Customer
J. Henderson
Scheduled
Wed, Oct 14 · 8:00
Price
C$2,288.25 · fixed price
Billing status
Deposit Paid

Start workComplete TaskReview & send

AutomatedWork started · email sent to the customerAutomatedWork completed · email sent to the customer

TotalC$2,288.25
PaidC$686.48C$2,288.25
Amount dueC$1,601.77C$0.00
Payment historyRecord payment
  • Deposit · Card online · TueC$686.48Automatic · via StripePaid by the customer online
  • Balance · Card online · FriC$1,601.77Automatic · via StripeJust now

AutomatedBalance paid by card, recorded on the job · paid in full

You set it up once. Nothing was typed twice.Charge by the hour? See the hourly job No price needed? See a basic task

An hourly job, from estimate to paid

Charge by the hour. Log the hours, not an invoice.

Price the job at your hourly rate and the hours you expect. Log the hours on the job as you work — date, hours, a line about what you did — and the invoice bills the hours you actually logged.

Try it three ways

Mix and match on any job: fixed price or hourly, one-off or repeating, an estimate and a deposit together, either one alone, or neither.

  1. You · in SendWorkCreate the jobEnter your hourly rate and the hours you expect, then add the parts as line items. Turn on Mark as Estimate and assign Ben from your team.Rate and hours set
  2. You · in SendWorkEstimateThe estimate goes out with your rate and the expected hours.
    Your customer · on their phone

    R. Ortiz opens the estimate and approves it on their phone — just like above.

    Approved
  3. You · in SendWorkOn the jobLog the hours on the Time Tracking tab each day: pick the date, tap the hours, say what you did, save.6.5 hours logged
  4. You · in SendWorkWork doneThe invoice bills the hours you logged at your rate, plus the parts. Check it and press Send Invoice.Invoice sent
  5. You · in SendWorkPaidPaid by card — it lands on the Payments tab by itself.
    Your customer · on their phone

    They open the invoice email and pay it by card.

    Paid
  1. Create the job
  2. Estimate approved
  3. Hours logged
  4. Invoice sent
  5. Paid

Create Task✕

TitleTitleValves and re-pipe under the sink
CustomerSelect customerR. Ortiz
DescriptionDescribe the workReplace two seized shut-off valves and re-pipe the supply lines under the kitchen sink.
Assigned toSelect team memberBen
RepeatDoesn’t repeat
Pricing Fixed PriceHourly Rate C$0.00C$110.00 an hour · 6 h estimate
Line items
  1. Quarter-turn shut-off valve2 × C$24.00C$48.00
  2. PEX pipe and fittings1 × C$55.00C$55.00
+ Add line items+ Add another item
Tax—HST (sample rate 13%)

Mark as Estimate

Require Deposit?

Create Task
DetailsInvoiceEstimatePaymentsTime TrackingInternalHistoryFiles

Valves and re-pipe under the sinkApproval PendingScheduledWork In ProgressCompleted

Awaiting Estimate ApprovalEstimate Approved / Ready to StartWork In ProgressCloseout Ready

Your CompanyESTIMATE

Hourly service C$110.00/hr × 6 estimated hoursC$660.00

Quarter-turn shut-off valve 2 × C$24.00C$48.00

PEX pipe and fittings 1 × C$55.00C$55.00

HST (sample rate 13%)C$99.19

TotalC$862.19

Sent Estimate emailed to R. Ortiz · just nowAccepted Approved by R. Ortiz on their phone

Hourly Rate

C$110.00 per hour

Estimated Hours: 6Estimated Total: C$660.00

Summary

Total Hours046.5
Total CostC$0.00C$440.00C$715.00@ C$110.00/hour

Progress vs Estimate0 / 64 / 66.5 / 6

0% Completed67% Completed108% Completed
DateSelectOctober 12thOctober 13th
Total Hours0.004.002.50
Quick select hours: 15m30m45m1h1.5h2h2.5h3h4h5h6h8h
DescriptionDescriptionRemoved the seized valves, cut out the old pipeRe-piped under the sink, installed the new valves, tested

✓ Entry savedSave

Recent Entries

No time entries found

  1. Mon, Oct 12Removed the seized valves, cut out the old pipe4 h
  2. Tue, Oct 13Re-piped under the sink, installed the new valves, tested2.5 h

Your CompanyINVOICE

Labor · 6.5 h logged × C$110.00C$715.00

From the Time Tracking tab · 4 h + 2.5 h = 6.5 h

Mon, Oct 12Removed the seized valves, cut out the old pipe4 hC$440.00

Tue, Oct 13Re-piped under the sink, installed the new valves, tested2.5 hC$275.00

Quarter-turn shut-off valve 2 × C$24.00C$48.00

PEX pipe and fittings 1 × C$55.00C$55.00

HST (sample rate 13%)C$106.34

TotalC$924.34

How to payPay by card onlineorInterac e-Transfer: billing@yourcompany.ca

Send InvoiceInvoice sent

Invoice emailed to R. Ortiz · how to pay printed on it

TotalC$924.34
PaidC$924.34
Amount dueC$0.00
Payment historyRecord payment
  • Invoice · Card online · FriC$924.34Automatic · via StripeJust now

AutomatedPaid by card, recorded on the job · paid in full

You logged the hours. The invoice did the rest.Prefer a fixed price? See the fixed-price job No price needed? See a basic task

A basic task, start to finish

No price? Just the job.

Not every job needs a price. Create a task with the essentials, start it when you get there and finish it when it’s done. Your customer still hears from you at each step.

Try it three ways

Mix and match on any job: fixed price or hourly, one-off or repeating, an estimate and a deposit together, either one alone, or neither.

  1. You · in SendWorkCreate the jobType a title, pick the customer and say what the work is. Set it to repeat monthly, assign Ana, leave the price empty and press Create Task.Scheduled
  2. You · in SendWorkStartPress Start work on the scheduled date and time. Your customer gets an automated email that the work has started.Work in progress
  3. You · in SendWorkFinishPress Complete Task when it’s done. Your customer gets an automated email that it’s finished. Nothing to invoice, nothing to chase.Completed
  1. Create the job
  2. Work started
  3. Work finished

Create Task✕

TitleTitleFilter service
CustomerSelect customerM. Alvarez
DescriptionDescribe the workReplace the system filters and check the pressure
Assigned toSelect team memberAna
RepeatDoesn’t repeatMonthly
Pricing Fixed PriceHourly Rate C$0.00
Line items
    + Add line items+ Add another item
    Tax—

    Mark as Estimate

    Require Deposit?

    Create Task
    DetailsInvoiceEstimatePaymentsTime TrackingInternalHistoryFiles

    Filter serviceScheduledWork In ProgressCompleted

    Ready to StartWork In ProgressCompleted

    Customer
    M. Alvarez
    Scheduled
    Thu, Oct 15 · 9:00
    Repeats
    Monthly
    Assigned to
    Ana

    Start workComplete Task✓ Completed

    AutomatedWork started · email sent to the customerAutomatedWork completed · email sent to the customer

    Three presses. Your customer was kept in the loop the whole way.Prefer a fixed price? See the fixed-price job Charge by the hour? See the hourly job

    1. Create the job
    2. Estimate approved
    3. Deposit in
    4. Work started
    5. Work finished
    6. Paid

    After it’s paid

    Paid — and thanked, with the paid invoice attached.

    When the balance is paid, your customer gets a thank-you from you with the invoice attached, marked paid — the receipt they keep. Open the attachment to see it.

    From:
    Your Company
    To:
    J. Henderson
    Subject:
    Your Company - Payment received

    Your Company

    ✓ PAID

    Hello J. Henderson,

    Thank you for your business. We received your payment for the task below — your water heater replacement is paid in full.

    Payment date
    Fri, Oct 16
    Payment method
    Card online
    Amount paid
    C$1,601.77
    Remaining balance
    C$0.00

    Reply to this email if you have any questions about this payment.

    PAID

    Your CompanyINVOICE · INV-1043

    Bill toJ. HendersonIssuedWed, Oct 14

    The workRemove the old 150-litre water heater, install and connect a new 200-litre unit, test for leaks and haul the old one away.

    Fixed priceC$850.00

    200-litre water heater 1 × C$1,050.00C$1,050.00

    Expansion tank 1 × C$125.00C$125.00

    SubtotalC$2,025.00

    HST (sample rate 13%)C$263.25

    TotalC$2,288.25

    Deposit paid · card online · Tue−C$686.48

    Balance paid · card online · Fri−C$1,601.77

    Balance dueC$0.00

    1. Create the job
    2. Estimate approved
    3. Hours logged
    4. Invoice sent
    5. Paid

    After it’s paid

    Paid — and thanked, with the paid invoice attached.

    When the balance is paid, your customer gets a thank-you from you with the invoice attached, marked paid — the receipt they keep. Open the attachment to see it.

    From:
    Your Company
    To:
    R. Ortiz
    Subject:
    Your Company - Payment received

    Your Company

    ✓ PAID

    Hello R. Ortiz,

    Thank you for your business. We received your payment for the task below — your valves and re-pipe job is paid in full.

    Payment date
    Fri, Oct 16
    Payment method
    Card online
    Amount paid
    C$924.34
    Remaining balance
    C$0.00

    Reply to this email if you have any questions about this payment.

    PAID

    Your CompanyINVOICE · INV-1042

    Bill toR. OrtizIssuedTue, Oct 13

    The workReplace two seized shut-off valves and re-pipe the supply lines under the kitchen sink.

    Labor · 6.5 h logged × C$110.00C$715.00

    Time entries

    Mon, Oct 12Removed the seized valves, cut out the old pipe4 hC$440.00

    Tue, Oct 13Re-piped under the sink, installed the new valves, tested2.5 hC$275.00

    Quarter-turn shut-off valve 2 × C$24.00C$48.00

    PEX pipe and fittings 1 × C$55.00C$55.00

    SubtotalC$818.00

    HST (sample rate 13%)C$106.34

    TotalC$924.34

    Paid · card online · FriC$924.34

    Balance dueC$0.00

    1. Create the job
    2. Work started
    3. Work finished

    After it’s done

    Finished — and your customer hears it from you.

    When you press Complete Task, your customer gets an email from you that the work is finished. No invoice, no payment — just a clear close to the job.

    From:
    Your Company
    To:
    M. Alvarez
    Subject:
    Your Company - Work completed

    Your Company

    ✓ Completed

    Hello M. Alvarez,

    The work below is finished. Thank you for your business.

    The workReplace the system filters and check the pressure

    Task
    Filter service
    Completed
    Thu, Oct 15
    Done by
    Ana
    Repeats
    Monthly

    Reply to this email if you have any questions about this work.

    Try it another way

    Pick fixed price, hourly or a basic task — the journey starts again from the top.

    What’s included

    Everything a job needs from estimate to paid — and the business around it

    • Fixed price or hourly

      A set price for the job, or your hourly rate times the hours you expect. Choose per job.

    • Line items

      Description, quantity and unit price for each line. Totals add themselves up as you type.

    • Your tax rates

      Your saved rates apply to the job; any line can follow them, use its own rate or be tax-free. Each tax shows as a separate line.

    • Deposits

      A fixed amount or a percentage. The job shows Awaiting Deposit until the deposit is paid, then it’s ready to start.

    • Hours on the invoice

      Time you record against an hourly job shows on the invoice at your rate.

    • Every estimate, tracked

      Sent, viewed, accepted or declined — with the reason, if they give one — in the job history.

    • Receive payments

      Card online at launch, or the ways people pay in your country — each one recorded on the job as a deposit, part payment or final payment.

    • Recurring jobs

      Repeat a job weekly, monthly or every few weeks, with an end date or a set number of visits.

      Scheduling & recurring work →

    • Customer profiles

      Each customer’s details and their jobs, together in one place.

      Customer records & history →

    • Team logins

      Invite your team by email — everyone gets their own login, and jobs can be assigned to them.

    • Analytics

      Revenue this month, paid invoices, customers and open jobs, at a glance.

    • Print or save as PDF

      Need a copy for your files? Print any estimate or invoice, or save it as a PDF.

    • Every job, in every view

      The same jobs — repeating ones included — on a calendar, a Kanban board and your team’s schedule, each with its estimate, deposit, invoice and who’s on it. Nothing to copy between them.

      More on the calendar and your team’s week →

      Calendar · Every job on its day, month by month.Kanban · Pending, active, completed — and a job can’t start while its estimate or deposit is still open.Team Schedule · Who’s where this week, and each day hour by hour.

    Get paid the way your customers pay

    Card online — or however payment works where you are

    Your customers pay the way they already do, and your details print on the invoice, so they know exactly how to pay you.

    Payment methods are already listed in Settings › Payments. Add your details to the ones you take — once — and they print on every invoice.

    Straight answers

    Do I have to retype anything to send an invoice?

    No. The invoice is built from the job — the same lines, prices and taxes you set when you created it. You check it and press send.

    Can I send an estimate for hourly work?

    Yes. Set your hourly rate and the hours you expect. The time you record on the job shows on the invoice at your rate.

    Do I have to use estimates and deposits?

    No. They’re two switches on the Create Task form. Leave them off and the job is ready to start straight away — and if it has a price, the invoice is already prepared on its Invoice tab.

    Can my customers pay by card?

    Yes — card payments online are part of SendWork at launch. You can also record payments made the usual ways in your country, like bank transfer, cash or local payment apps.

    Does anything go to my customer without me?

    Only what you set in motion. The estimate goes when you create the job with Mark as Estimate on; the invoice goes when you press Send Invoice. The rest follows from what you do — the deposit request the moment they approve, the work-started and work-finished emails when you press Start work and Complete Task, and a thank-you when they pay.

    Does SendWork file my taxes or e-invoices?

    No. SendWork keeps your estimates, invoices and payments organized for your bookkeeper or accountant. It doesn’t file taxes or issue government e-invoices.

    Is SendWork live today?

    Not yet. We’re opening founding-customer access in stages. Joining the list gets you an invitation — it doesn’t create an account or start a trial.

    Keep exploring

    One record, seen from every side.

    Pricing

    Three simple plans, priced in your own currency.

    A tradesman at the open back of his work van, talking into his phone

    Get the keys early.

    SendWork is opening founding-customer access in stages, starting in 14 countries. Founding customers get the first invitations, hands-on help getting set up and a direct say in what gets built next.

    Launching with a 14-day free trial. No card needed.

    Claim early access

    Estimate & Invoice App for Service Businesses | SendWork