How to Create and Send an Estimate in PestPro CRM

Sending a professional estimate fast is one of the things that separates operators who close jobs from operators who lose them to competitors. PestPro CRM has a built-in estimate workflow so you never have to cobble together a quote in a text message or a handwritten note again.

Step 1: Open or create the customer record

Every estimate in PestPro is tied to a customer. Navigate to Customers, find the person you are quoting, and open their record. If they are new, add them first.

Step 2: Create a new estimate

Inside the customer record, click New Estimate (or the + Estimate button).

This opens the estimate builder.

Step 3: Add line items

Build out the estimate with the services you are quoting:

• Service name — be specific ("Quarterly General Pest - Interior + Exterior," "One-Time Rodent Exclusion," "German Roach Cleanout – Initial Treatment").
• Description — optional but useful for explaining what is included, especially for higher-ticket jobs.
• Price — the amount for each line item.

You can add multiple line items if the job involves more than one service (for example, an inspection fee + a treatment fee).

Step 4: Add notes or terms

Use the notes field to add anything the customer should know before accepting:

• Treatment prep instructions (clear under sinks, remove pets).
• What is and is not included.
• Warranty or callback policy.
• Payment terms.

This saves back-and-forth conversations and sets expectations before the job starts.

Step 5: Send the estimate

Once the estimate is built, send it directly from PestPro:

• Via text — the customer gets a link to view and accept the estimate on their phone.
• Via email — if you have their email on file.

The estimate will show your business name, the line items, total price, and any notes you included.

Step 6: Track acceptance

PestPro tracks the status of every estimate:

• Sent — delivered to the customer, waiting on a response.
• Accepted — customer approved it. You can now convert it directly into a scheduled job.
• Declined — customer passed. Useful data for follow-up or pricing adjustments.

When a customer accepts, you can convert the estimate to a job with one click — no re-entering information.

Step 7: Convert accepted estimates to jobs

Click Convert to Job on an accepted estimate. PestPro will carry over the service details, price, and notes directly into a new job record. All you need to do is set the date and time.

Pro tip: Use consistent estimate names

If you use the same service names across all your estimates and jobs, your reporting and revenue tracking by service type will be accurate and useful at year-end. Inconsistent naming ("Roach job," "GR treatment," "German roach initial") makes it harder to see patterns in your business.