How to send an estimate, collect a signature, and invoice a deposit

Sending an estimate or proposal is the moment you win or lose a job. Homeowners and commercial buyers want clarity, speed, and professionalism. If your workflow still relies on a PDF attachment, a separate e-sign tool, and a manual invoice, you are adding friction that costs you revenue.

This guide walks through a proven workflow to send an estimate, collect a signature, and invoice a deposit in one smooth flow. It also shows how ServeHub keeps the entire process inside a single system.

Why your estimate and proposal workflow matters

The best service businesses treat estimates like a sales experience. A clear scope, confident pricing, and an easy approval path increase close rate and reduce price shopping. When you pair a signed proposal with a deposit invoice, you lock in the schedule and protect cash flow.

Step 1: Build an estimate that answers buyer questions

Start with a professional estimate template that includes scope, exclusions, materials, labor, and timelines. A buyer should understand exactly what they are approving without a follow up call.

• Use line items with clear descriptions and quantities.
• Include optional upgrades as add-ons, not footnotes.
• Show taxes, fees, and totals in one clear summary.
• Add photos or sketches when the work is visual.

ServeHub lets you build reusable estimate templates and pull from your catalog so every proposal looks consistent, branded, and accurate.

Step 2: Send the estimate with a simple approval link

The fastest way to get approval is to remove steps. Avoid making customers download a file, print it, and scan it back. Send a secure link where the customer can review the estimate and approve it online.

ServeHub sends estimates through a branded link that looks professional and works on mobile. Customers can open it, review the proposal, and sign without logging in.

Step 3: Collect a signature digitally

A signed proposal protects both sides and confirms scope. Digital signatures also create a timestamped record that is easy to store and retrieve.

• Require signature fields for authorized signers.
• Capture full name, date, and IP for audit history.
• Send automatic reminders if the proposal is not signed.

ServeHub includes built-in e-signatures so you do not need a separate tool or extra cost.

Step 4: Invoice a deposit immediately after signing

Once the proposal is approved, the next step is to invoice a deposit so the job is secured. This is where many businesses slow down, creating days of delay and extra follow up.

• Trigger a deposit invoice as soon as the signature is complete.
• Offer payment links via email or SMS.
• Define deposit percentages or fixed amounts by job type.

ServeHub can generate a deposit invoice from the signed estimate and deliver it instantly, keeping momentum high and cash flow steady.

Step 5: Confirm the schedule and next steps

Once the deposit is paid, confirm the schedule, crew details, and what the customer should expect next. This closes the loop and reduces inbound questions.

• Send a confirmation email with job dates and arrival windows.
• Share pre-job preparation notes or checklists.
• Set expectations for change orders or scope updates.

Common questions about estimates, signatures, and deposits

What should be included in a professional estimate?

A professional estimate should include scope of work, materials, labor, taxes, total price, timeline, and any exclusions. If the project is visual, include photos or diagrams for clarity.

Do I need a contract if I already have an estimate?

In most service businesses, the estimate and contract can be combined if the estimate includes terms and is signed. A digital signature makes the approval legally enforceable in most regions.

How much should I charge as a deposit?

Deposits vary by industry and project size, but common ranges are 10 to 50 percent. Use a consistent policy so customers know what to expect. ServeHub lets you set deposit rules per template.

ServeHub makes the whole workflow seamless

ServeHub combines estimates, contracts, signatures, and invoices in one system. Instead of moving between tools, you can create a proposal, get it signed, and collect a deposit in one continuous flow. That means fewer delays, higher close rates, and more predictable revenue.