How do I create an estimate with BidFlow?

Describe the job in plain language (e.g., '200 ft cedar privacy fence with two gates'), add the ZIP code and optional square footage, then click Generate Estimate. BidFlow's AI produces an itemized estimate with materials, labor, and overhead in under a minute.

How do I send a proposal to my customer?

From any completed estimate, click Create Proposal. Review the scope of work, set your deposit percentage and payment schedule, then hit Send. Your customer receives a branded email with a link to view, sign, and pay — all from their phone.

Are e-signatures on BidFlow proposals legally binding?

Yes. Electronic signatures are legally binding in all 50 U.S. states under the federal ESIGN Act and UETA. BidFlow records a timestamp, IP address, and signature image for a full audit trail.

How does progress billing work for larger jobs?

When creating a proposal, choose 2–4 total payments. The first payment is the deposit collected at signing. After the deposit is paid, BidFlow automatically creates draft invoices for the remaining milestones. Send each invoice when the milestone is reached, and the system tracks payment status until the job is fully paid.

Can I customize my markup and overhead settings?

Yes. In Settings, set your material markup percentage, overhead percentage, and profit margin. BidFlow applies these as compound markups on top of the AI-generated base costs, so every estimate reflects your actual business numbers.

How to Create Estimates & Send Proposals — BidFlow Guide

Everything you need to know to start creating estimates, sending proposals, and collecting payments — in about 10 minutes.

Welcome to BidFlow — the fastest way to go from a job description to a professional proposal your customers can sign and pay. This guide walks you through everything, step by step. By the end, you'll know how to create estimates, send proposals, collect deposits, and track payments — all from your phone.

1. Set Up Your Profile

Before you send your first proposal, take two minutes to fill out your business profile. This info shows up on every proposal and invoice your customers see — it's your first impression.

Head to Settings (the gear icon in the nav) and fill in:

Business name — exactly how you want it on proposals
Phone number — customers see this as a clickable link
Address — shows up in your proposal header
License number — displayed as a "Licensed & Insured" badge
Logo — upload your company logo (it appears on proposals and PDFs)

Markup Settings

While you're in Settings, scroll down to set your default markups. BidFlow's AI generates base costs (materials and labor at cost), then your markups are applied automatically:

Material markup — your margin on materials (e.g., 15–25%)
Overhead — covers insurance, vehicle, tools, office (e.g., 10–15%)
Profit margin — what you actually take home (e.g., 15–25%)

Deposit Settings

BidFlow auto-picks a deposit percentage based on job size. You can customize the defaults in Settings:

Small jobs (under $10K) — default 50% deposit
Medium jobs ($10K–$50K) — default 33% deposit
Large jobs ($50K+) — default 20% deposit

These are just starting points — you can override the deposit on any individual proposal.

2. Create Your First Estimate

This is the core of BidFlow. Tap "New Estimate" on your dashboard and describe the job. You've got three ways to input:

Type it — describe the job in your own words, as much or as little detail as you want
Voice input — tap the microphone and talk. Great for describing what you're looking at on a job site
Photos — snap pictures of the job and BidFlow's AI will factor them in

Structured Inputs

Below the description, you'll see three optional fields that help the AI give you more accurate pricing:

ZIP code (required) — adjusts pricing for your local market. Labor and material costs vary a lot by region
Square footage — helps the AI calculate material quantities and labor hours
Finish level — Budget, Mid-Grade, High-End, or Premium. This scales material quality and pricing up or down

Hit "Generate Estimate" and BidFlow's AI will produce a full line-item breakdown in about 10 seconds.

3. Review & Edit Your Estimate

Once the AI generates your estimate, you'll see line items grouped by category (e.g., Demolition, Flooring, Electrical, Plumbing). Each line item shows a description, quantity, unit, and price.

This is your working draft — edit anything you want:

Change prices — if you know your material costs are different, update them
Add or remove line items — the AI is a starting point, not the final word
Adjust quantities — the AI estimates quantities based on your inputs, but you know the job best
Rename categories — organize however makes sense for your trade

Your estimate auto-saves as you edit. You'll see it on the "Bids" tab of your dashboard whenever you come back.

4. Send a Proposal

When your estimate looks right, tap "Create Proposal" to turn it into a professional document you can send to your customer. The proposal modal lets you configure:

Customer name and email — who you're sending it to
Scope of work — a plain-English summary of what's included (pre-filled by AI, fully editable)
Deposit percentage — auto-selected based on job size, adjustable with a slider
Number of payments — 1 to 4 total payments (deposit + progress invoices)
Courtesy discount — optional 1–5% discount for paying in full upfront

Payment Schedule

For larger jobs, you can split the total into multiple payments. Payment 1 is always the deposit (collected when the customer signs). BidFlow auto-creates invoices for the remaining payments so you can send them as work progresses.

Hit "Save & Send" and BidFlow emails a branded proposal link to your customer. You can also copy the link to send it via text message.

5. What Your Customer Sees

Your customer receives a professional email with your business name and logo. When they click the link, they see a branded proposal page with:

Your company header — logo, business name, phone (clickable to call), address, license badge
Scope of work — the plain-English description of what you'll do
Itemized pricing — line items grouped by category with subtotals
Total and deposit amount — clearly called out
Terms and conditions — your standard terms

When they're ready, the customer taps "Accept This Proposal" to sign. They can type their name or draw their signature. Then they pay the deposit via credit card (Stripe) or choose to pay by cash/check.

6. Track & Get Paid

Your dashboard keeps you on top of every proposal's status:

Draft — you're still working on it
Sent — emailed to the customer, waiting for response
Viewed — the customer opened the proposal link
Signed — they accepted and signed
In Progress — deposit paid, work underway (multi-payment jobs)
Paid — all payments collected, job complete

Progress Billing

For multi-payment proposals, after the customer pays their deposit the proposal moves to "In Progress." From there:

Open the proposal on your dashboard
Tap "Send Invoice" to email the next payment
The customer gets a branded invoice email with a payment link
When they pay, the progress bar updates automatically
After the final payment, the proposal moves to "Paid"

Cash & Check Payments

Not every customer pays online. When a customer pays with cash or check, just tap "Mark as Paid" on the proposal card. BidFlow tracks it the same way.

7. Tips & Tricks

Get Better Estimates from the AI

Be specific — "remodel 10×12 bathroom with walk-in shower" beats "bathroom remodel"
Include materials when you know them — "LVP flooring" vs just "new floors"
Always enter the ZIP code — prices vary 20–40% between markets
Use finish level to your advantage — "Budget" for rentals, "High-End" for custom homes

Voice Input Tips

Walk through the space as you talk — describe each room or area
Mention specific fixtures, finishes, or materials you plan to use
Don't worry about being perfectly organized — the AI sorts it out
Works great from your truck after a site visit while everything is fresh

Deposit Strategy

The default tiers (50% small, 33% medium, 20% large) are industry-standard starting points. Here are some adjustments that work well:

New customers — keep the deposit higher to protect yourself
Repeat customers — you can go lower if you trust the relationship
Material-heavy jobs — consider a higher deposit so you're not fronting material costs
Long projects — use 3–4 payments to keep cash flowing throughout

Resending Proposals

If a customer didn't see your email or needs a reminder, you can resend any proposal that's in "Sent" or "Viewed" status. Just open the proposal and tap "Resend." No need to create a new one.

From Job Description to Getting Paid