Turn products, services, freight, tax, markups, and project terms into a client-ready estimate—then keep every approval connected to what happens next. The number you send sets the economics of everything that follows, so you should be able to check it against what your last projects actually returned before it goes—yourself, this afternoon, without an appointment.
Group products and services in the structure that makes the decision easiest. The same connected records remain underneath, whichever presentation the project needs.
01
Dining Room3 selections · 1 approved
$9,16002
Living Room5 selections · 3 pending
$10,94803
Primary Bedroom3 selections · awaiting review
$8,120
01
Seating5 selections across 3 rooms
$11,28002
Lighting4 selections across 3 rooms
$8,10603
Casegoods3 selections across 2 rooms
$6,112
Switch the grouping to see the same estimate through a different client lens.
Client-view controls
Show enough to make the decision—not every internal detail
Choose which commercial and product details appear in the client view, then decide whether the client approves every item, each section, or the estimate as a whole.
Margin stays out of the client's view—not out of yours. The rate you set here is the rate the firm lives with for the length of the job, and you can hold it against what comparable projects actually returned while the estimate is still a draft. That check shouldn't depend on your accountant having a free hour this week.
Show to client
Approval mode
Client view updatedThe presentation changes. Your internal costs and margin stay private.
Approval is the beginning
Turn the yes into the next record
The approved scope should not be typed again. Workroom carries the decision forward with the client, project, products, pricing, and supporting detail still attached.
01
Client approves
Approve or decline individual selections, a room, or the whole estimate online.
Decision recorded02
Workroom carries it forward
Convert the approved estimate into an invoice or purchase order without re-entry.
Context preserved03
Accounting stays aligned
Push the appropriate record to QuickBooks and keep its project link visible.
Connected record
Approved estimate · EST0054
Payments without leaving the workflow
From client approval to money in—and money out
Connect your Workroom account to either Stripe or WorkPay, then collect against the approved work without rebuilding the payment record. WorkPay supports both collecting from clients and paying vendors, so the money stays attached to the work it supports.
Credit card, debit card, or bank transfer where available
Pass the processing fee to the client or absorb it
Apply incoming payments to the correct invoice or schedule
Record offline payments, transaction IDs, and receipts
WorkPay: flat 3.25% + $0.30 per transaction. Other processors start at 3.65% + $0.30 per transaction.
EST0054 · approvedPayment through your connected processor
Your studio connects either WorkPay or Stripe in Workroom. The processor is not selected by the client on each estimate.
Processing fee
Credit cardDebit cardBank transfer
Estimate$22,489.58Processing$731.21 passed to client
Submit & pay $23,220.79
Set it once, per firm
Three ways to approve, and one that changes the accounting
Estimates are where a project becomes real, so the rules around them matter more than they look. Whether a client can pick apart a schedule line by line or has to take the whole thing, whether a junior can send without a second pair of eyes, and what happens the moment a client says yes.
The one worth reading twice is client payments. Turning it on puts a Pay Now button on the estimate — and the money that arrives is held as a customer deposit, not recognized as revenue until the estimate converts to an invoice. That is the difference between a healthy-looking month and an honest one.
Item, section or whole-estimate approval — or all three
Require internal sign-off before an estimate can be sent
Approval auto-creates the draft invoice and one PO per vendor
Client payments held as a deposit until conversion
Require approval before sendingEstimates must be approved by an authorized team member before they can be sent.
Estimate approval defaults
Item-level approvalClients can approve or decline individual line items.
Section-level approvalClients approve a section at a time.
Whole-estimate approvalSingle approve / decline on the entire document.
Automation
Auto-create invoice & POs on approvalApproving an estimate creates a draft invoice and purchase orders for approved items.
Allow client payments on estimatesExposes a Pay Now button on the client-facing estimate. Money collected is held as a customer deposit — never recognized as revenue until the estimate is converted to an invoice.
Estimate prefixESTIMATE
Estimate digits5
Make every approval useful
Give clients a better decision—and your team a cleaner next step
See how a representative Workroom estimate moves from selections to approval, payment, purchasing, and accounting.
WorkPay: flat 3.25% + $0.30 per transaction. Other processors start at 3.65% + $0.30 per transaction.