Rules and permissions

Customer-visible vs internal

Customer-visible fields can appear in estimates, previews, or emails. Internal fields are for team operations and should not be shown to customers.

Customer-visible examples:

• Project scope
• Estimate terms
• Warranty notes
• Contract notes
• Customer-facing line items

Internal examples:

• Contractor cost
• Labor assumptions
• Margin and markup
• Override reason
• Crew notes

Official versions

When an estimate is sent, that version should be preserved. Future edits should create a new revision instead of changing the history of what the customer already received.

Pricing edits

Price book changes should affect future work. Be careful when editing items that are already used in active estimates.

Payment terms

Payment terms are customer-visible and can affect legal obligations. Use the work-site location and property type to check the applicable deposit guardrail, then review the payment schedule before sending. Read Payment-term guardrails for the configured rule set and exception workflow.

Customer proposals and options

Customer options are available only while an estimate is still a working estimate. Once an option-bearing revision is sent, its option list, prices, taxes, payment terms, and base estimate are saved as a snapshot. Customer approval locks that revision and records the selected work, accepted total, and approval evidence.

Do not edit or reuse an approved proposal link to sell a different scope. Create and send a new revision instead. Read Customer proposals and approvals for the complete workflow.

Practical rule

If a field affects customer price, legal terms, permission, or official history, treat it as sensitive and review before sending.