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.
Approval PendingAwaiting DepositScheduledWork In ProgressCompletedPaid
J. Henderson · sample job, invented customer
- PriceFixed price · 2 line items · taxSet up once
- EstimateEmailed the moment it’s createdApproved by the customer
- Deposit30% · requested automaticallyPaid · ready to start
- StartStart work · customer emailedWork in progress
- FinishComplete Task · invoice readyCustomer emailed
- PaidBalance paid by cardPaid in full
What we set out to build
We believe it’s the easiest, most fluid way anywhere in the world to take a job from created to paid.
1
Create the job
Price it once. Switch on the estimate and the deposit.
2
They approve and pay
Your customer approves the estimate and pays the deposit on their phone.
3
You get paid
Do the work. The invoice is ready; they pay it. Done.
The usual way vs SendWork
- Lead
- Convert
- Customer
- Estimate
- Deposit
- Job
- Invoice
- 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
- 1Log the leadLeads
- 2Convert itLeads
- 3Add the customerCustomers
- 4Send the estimateEstimates
- 5Request the depositPayments
- 6Set up the jobJobs
- 7Create the invoiceInvoices
- 8Send the invoiceInvoices
- 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 · $650.00Line 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
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.
- 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
- You · in SendWorkEstimateCreate Task makes the estimate from the job and emails it to your customer — deposit and all.Your customer · on their phoneApproved
J. Henderson opens the estimate email and taps Approve. Your job moves on by itself.
- 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 phoneDeposit paid · ready to start
They pay the 30% deposit by card, right there.
- 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
- 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
- You · in SendWorkInvoiceWork, parts, tax, the deposit taken off and how to pay — all there. Check it over and press Send Invoice.Sent
- You · in SendWorkPaidThe balance lands on the Payments tab by itself — next to the deposit. Paid in full.Your customer · on their phonePaid in full
They open the invoice email and pay the balance by card.
- Create the job
- Estimate approved
- Deposit in
- Work started
- Work finished
- Paid
Create Task✕
- 50-gallon water heater1 × $780.00$780.00
- Expansion tank1 × $95.00$95.00
Mark as Estimate
Require Deposit?
Deposit Percentage30%$484.95
Create TaskWater heater replacementApproval PendingAwaiting DepositScheduledWork In ProgressCompleted
Awaiting Estimate ApprovalEstimate Approved / Deposit RequiredEstimate Approved / Ready to StartWork In ProgressCloseout Ready
Your CompanyESTIMATE
Fixed price$650.00
50-gallon water heater 1 × $780.00$780.00
Expansion tank 1 × $95.00$95.00
Sales tax (sample rate 6%)$91.50
Total$1,616.50
Deposit required (30%) Due on approvalPending$484.95
Balance after deposit$1,131.55
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 price$650.00
50-gallon water heater 1 × $780.00$780.00
Expansion tank 1 × $95.00$95.00
Sales tax (sample rate 6%)$91.50
Total$1,616.50
Deposit (30%) · paid by card ✓−$484.95
Balance due$1,131.55
AutomatedDeposit recorded on the job and taken off the invoicePrepared from the job · ready to send when the work’s done
Send InvoiceInvoice sent
AutomatedWork completed · email sent to the customer
- Customer
- J. Henderson
- Scheduled
- Wed, Oct 14 · 8:00
- Price
- $1,616.50 · fixed price
- Billing status
- Deposit Paid
Start workComplete TaskReview & send
AutomatedWork started · email sent to the customerAutomatedWork completed · email sent to the customer
- Deposit · Card online · Tue$484.95Automatic · via StripePaid by the customer online
- Balance · Card online · Fri$1,131.55Automatic · 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.
- 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
- You · in SendWorkEstimateThe estimate goes out with your rate and the expected hours.Your customer · on their phoneApproved
R. Ortiz opens the estimate and approves it on their phone — just like above.
- 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
- You · in SendWorkWork doneThe invoice bills the hours you logged at your rate, plus the parts. Check it and press Send Invoice.Invoice sent
- You · in SendWorkPaidPaid by card — it lands on the Payments tab by itself.Your customer · on their phonePaid
They open the invoice email and pay it by card.
- Create the job
- Estimate approved
- Hours logged
- Invoice sent
- Paid
Create Task✕
- Quarter-turn shut-off valve2 × $18.00$36.00
- PEX pipe and fittings1 × $42.00$42.00
Mark as Estimate
Require Deposit?
Create TaskValves and re-pipe under the sinkApproval PendingScheduledWork In ProgressCompleted
Awaiting Estimate ApprovalEstimate Approved / Ready to StartWork In ProgressCloseout Ready
Your CompanyESTIMATE
Hourly service $85.00/hr × 6 estimated hours$510.00
Quarter-turn shut-off valve 2 × $18.00$36.00
PEX pipe and fittings 1 × $42.00$42.00
Sales tax (sample rate 6%)$35.28
Total$623.28
Sent Estimate emailed to R. Ortiz · just nowAccepted Approved by R. Ortiz on their phone
$85.00 per hour
Summary
Progress vs Estimate0 / 64 / 66.5 / 6
0% Completed67% Completed108% CompletedRecent Entries
No time entries found
- Mon, Oct 12Removed the seized valves, cut out the old pipe4 h
- Tue, Oct 13Re-piped under the sink, installed the new valves, tested2.5 h
Your CompanyINVOICE
Labor · 6.5 h logged × $85.00$552.50
Mon, Oct 12Removed the seized valves, cut out the old pipe4 h$340.00
Tue, Oct 13Re-piped under the sink, installed the new valves, tested2.5 h$212.50
Quarter-turn shut-off valve 2 × $18.00$36.00
PEX pipe and fittings 1 × $42.00$42.00
Sales tax (sample rate 6%)$37.83
Total$668.33
Send InvoiceInvoice sent
Invoice emailed to R. Ortiz · how to pay printed on it
- Invoice · Card online · Fri$668.33Automatic · 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.
- 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
- 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
- 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
- Create the job
- Work started
- Work finished
Create Task✕
Mark as Estimate
Require Deposit?
Create TaskFilter 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
- Create the job
- Estimate approved
- Deposit in
- Work started
- Work finished
- 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
- $1,131.55
- Remaining balance
- $0.00
Reply to this email if you have any questions about this payment.
Your CompanyINVOICE · INV-1043
The workRemove the old 40-gallon water heater, install and connect a new 50-gallon unit, test for leaks and haul the old one away.
Fixed price$650.00
50-gallon water heater 1 × $780.00$780.00
Expansion tank 1 × $95.00$95.00
Subtotal$1,525.00
Sales tax (sample rate 6%)$91.50
Total$1,616.50
Deposit paid · card online · Tue−$484.95
Balance paid · card online · Fri−$1,131.55
Balance due$0.00
- Create the job
- Estimate approved
- Hours logged
- Invoice sent
- 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
- $668.33
- Remaining balance
- $0.00
Reply to this email if you have any questions about this payment.
Your CompanyINVOICE · INV-1042
The workReplace two seized shut-off valves and re-pipe the supply lines under the kitchen sink.
Labor · 6.5 h logged × $85.00$552.50
Mon, Oct 12Removed the seized valves, cut out the old pipe4 h$340.00
Tue, Oct 13Re-piped under the sink, installed the new valves, tested2.5 h$212.50
Quarter-turn shut-off valve 2 × $18.00$36.00
PEX pipe and fittings 1 × $42.00$42.00
Subtotal$630.50
Sales tax (sample rate 6%)$37.83
Total$668.33
Paid · card online · Fri$668.33
Balance due$0.00
- Create the job
- Work started
- 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.
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.