Creating an Estimate in EventDesk

Step 1: Open the Event

1. Go to Events.
2. Select the event.
3. Click on the Estimates tab.
4. Click Add Estimate.

The Create New Estimate window will open.

 

Step 2: Enter Estimate Details
🔹 Estimate Title *
Enter a clear title for the estimate.
Example: Event Estimate – Annual Gala

🔹 Select Lead/Client *
Choose the client linked to the event.

Step 3: Verify Event Details
The following details will auto-populate:

• Event Name
• Event Venue
• Event Start Date
• Event End Date

🔹 Expiry Date
Set the last date for the client to accept the estimate.

 

Step 4: Add Services
Under the Services section: 

1. Click Add Item.
2. Fill in:

• Service Category (e.g., Stage Decoration, Sound System, Photography)
• Description
• Quantity
• Unit (hrs, day, event, etc.)
• Rate ($)
• Tax (%)

Repeat for multiple services if required.

 

Step 5: Apply Discount (Optional)
Enter a discount percentage if applicable.
The system will automatically calculate:

• Subtotal
• Discount
• Tax
• Total

 

Step 6: Create Estimate
Click Create Estimate.
Your estimate will now appear in the Estimates list with a status.

 

Viewing an Estimate
To review estimate details:

1. Go to Events > Estimates.
2. Click the estimate title.

You can view:

• Client details
• Event details
• Service breakdown
• Tax & discount
• Final total

 

Estimate Status
Estimates can have different statuses such as:

• Draft
• Sent
• Accepted
• Rejected

The status updates based on client action.

 

Editing an Estimate

1. Open the estimate.
2. Click the Edit option.
3. Modify services, pricing, or expiry date.
4. Save changes.

 

Deleting an Estimate

1. Go to the Estimates list.
2. Click the delete icon under Actions. 
3. Confirm deletion.

 

How Estimate Totals Are Calculated
The system calculates totals as:

Subtotal = Sum of all service totals
Discount = Subtotal × Discount %
Tax = Service Tax % applied per item
Final Total = Subtotal – Discount + Tax

All calculations update automatically when values change.