How to Create Solar Estimates and Proposals in CrmLeaf
Solar CRM edition. The Construction CRM edition reuses the same underlying estimate screens. The vertical is a paid add-on module that an Administrator must enable for your account.
Availability: Solar CRM edition. The Construction CRM edition reuses the same underlying estimate screens. The vertical is a paid add-on module that an Administrator must enable for your account.
Overview
A solar estimate is the priced quotation for a designed system. It is numbered, moves through its own status sequence, and is the document the BOQ and the installation project are built alongside. A proposal is the richer customer-facing sales document, and in the Solar CRM edition it can pull in site and survey data so the customer sees the findings behind the price.
How It Works
The estimate is created from the settled assessment, priced, then sent to the customer. Its status moves from draft to sent, and then to approved, rejected or expired. Approval is the signal to start the installation project and to raise the BOQ against procurement.
Assessment → Estimate (draft) → Sent → Approved → BOQ & project
- Solar estimates are auto-numbered, so each quotation has its own reference.
- The cost totals on the estimate seed the Solar budget template, which plans Equipment, Labour, Permits and Incentives.
- Proposals can pull in site and survey data, which is useful where the customer needs to see the roof and access conditions.
- An expired estimate is distinguishable from a rejected one, so you can follow up on quotes that simply ran out of time.
Who Can Use This Feature?
User
- Create a numbered solar estimate from a settled assessment.
- Build and price the line items for the system.
- Send the estimate to the customer and record approval or rejection.
- Prepare a proposal that pulls in site and survey data.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- A settled solar assessment. See How to Record a Solar Assessment.
- Solar master data configured, so financing options are available where needed.
- Tax rates and currency configured for the account.
- The customer's client or lead record.
For Users
Step 1: Open the solar estimates screen
Review existing estimates for the site before creating another, so the customer does not receive two live quotations.
Step 2: Create the estimate from the assessment
Select Add and link the estimate to the assessment and the customer. The estimate is created as a draft and given its number.
Step 3: Build and price the line items
Enter the equipment, labour and other lines the design requires, with quantities and prices. Apply the tax rates configured for the account. Complete every mandatory field, then Save.
Step 4: Send the estimate
Select Submit to send the estimate to the customer. The status moves from draft to sent.
Step 5: Prepare a proposal where the sale needs one
Where the customer needs a fuller document, prepare a proposal and pull in the site and survey data so the roof, access and feasibility findings are presented alongside the price. See How to Create and Send Proposals.
Step 6: Record the outcome
When the customer responds, set the estimate to approved or rejected. An estimate that passes its validity without a response is expired. An approved estimate is the trigger for the BOQ and the installation project.
Field and Option Reference
| Field / Option | Values or description | Required |
|---|---|---|
| Estimate number | The reference assigned to the estimate. | Assigned by CrmLeaf |
| Assessment | The design the estimate prices. | Yes |
| Customer | The client or lead being quoted. | Yes |
| Line items | Equipment, labour and other priced lines. | Yes |
| Status | draft → sent → approved / rejected / expired | Yes |
Expected Result
A numbered solar estimate exists against the assessment, has been sent to the customer, and carries a status of approved, rejected or expired. An approved estimate can be taken forward to BOQ and installation.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- The solar estimate status sequence is draft, sent, then approved, rejected or expired. This is distinct from the standard CrmLeaf estimate used in the Worksuite edition.
- The Construction CRM edition reuses these estimate screens, so the same behaviour applies there under construction terminology.
- Price accurately at this stage. The estimate's cost totals seed the Solar budget template, so a rough estimate produces a rough budget baseline.
- Project budgeting requires the Budget add-on module. Confirm it is included in your plan.
Common Scenarios
Example: quoting a hybrid system with a subsidy. The estimate prices the panels, hybrid inverter, battery and labour. The proposal sent alongside it pulls in the site and survey data so the customer can see the roof condition and access constraints that explain the labour figure. When the customer approves, the same cost totals seed the Equipment, Labour, Permits and Incentives budget lines.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The assessment cannot be selected on a new estimate | The assessment is not settled, or it is outside the user's permission scope | Settle the assessment and check the permission scope |
| The estimate cannot be sent | A mandatory field or a line item is missing | Complete the estimate, then Submit |
| The estimate shows as expired | Its validity passed without a customer response | Create a new estimate for the current pricing |
| The Solar budget shows no planned amounts | No approved estimate cost totals exist to seed it, or the Budget module is not enabled | Approve the estimate and ask an Administrator to confirm the Budget module |
Frequently Asked Questions
What is the difference between an estimate and a proposal here?
The estimate is the priced, numbered quotation that drives BOQ and installation. The proposal is the richer sales document, and it can pull in site and survey data.
Can I quote the same site twice?
Yes. Each estimate is numbered separately. Make sure only one is presented to the customer as live.
Does approving a solar estimate create an invoice?
The solar estimate status sequence ends at approved. Customer billing for a solar project is normally handled through the payment schedule. See How to Manage Solar Payment Schedules.
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