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Estimation & Quote Builder
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Estimation & Quote Builder · Available now

Keep client work, billing milestones, and collections in view.

A service firm can take a client engagement from an agreed fee and hours budget through delivered work, milestone billing, and payment tracking. Account owners keep the client record current.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewProposed Engagements
Estimation & Quote Builder · Engagements

Proposed Engagements

Engagements in one list

New engagement
Engagements in view
6
Fixed Fee
2
Time And Materials
2
Retainer
1
Engagement codeEngagement nameClientEngagement typeStart dateEnd date
ENG-2026-041Cedar Vale office renovation planPinepath LogisticsFixed Fee18 Oct22 Oct
ENG-2026-042Harbor Point service desk rolloutHarbor Point ServicesTime And Materials01 Nov04 Nov
ENG-2026-043Morrow Ridge process auditStonebridge FabricationRetainer12 Oct20 Oct
ENG-2026-044Pinepath warehouse workflow designWesthaven Medical SupplyMilestone20 Oct28 Oct
ENG-2026-045Westhaven customer portal buildStonebridge FabricationFixed Fee13 Oct15 Oct
6 of 6 records
ENG-2026-041Engagements · ENG-98039
Fixed Fee
Engagement nameCedar Vale office renovation plan
ClientPinepath Logistics
Start date18 Oct
End date22 Oct
StatusProposed
Approve milestoneENG-98039 · ENG-2026-041

Milestone Approver decides whether the deliverable is ready for billing.

Waiting for Milestone Approver
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
15
Roles with set permissions
7
Reports and dashboards
8
Features

See each client job clearly

Every feature works on the same records. Pick one to see the screen your team works in.

Clients and engagements

Keep client ownership, agreed work, budgets, and delivery dates together.

  • Client ownership
  • Engagement scope
  • Delivery position
  • Clients
  • Engagements
  • Organizations
Explore clients and engagements
OverviewActive Engagements
Estimation & Quote Builder · Clients and engagements

Active Engagements

Approval conditions

New
Engagement codeEngagement nameClientEngagement managerAgreed feeBudget hours
ENG-2026-041Cedar Vale office renovation planCedar Vale PropertiesPriya Laurent45013
ENG-2026-042Harbor Point service desk rolloutWesthaven Medical SupplyEvan Marquez3308
ENG-2026-043Morrow Ridge process auditStonebridge FabricationAmina Diallo8501
ENG-2026-044Pinepath warehouse workflow designNorth Quay Community GroupRavi Torres3709
ENG-2026-045Westhaven customer portal buildWesthaven Medical SupplySana Qureshi4904
6 of 6 records
ENG-2026-041Engagements · ENG-49887
Active
Engagement nameCedar Vale office renovation plan
ClientCedar Vale Properties
Engagement managerPriya Laurent
Agreed fee450
Budget hours13
Example screen with sample data
Process

Follow work through collection

From client work to collection ships ready to use. One step needs a named approval before the work moves on: Approve milestone (Milestone Approver).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Register client

    Set the client owner and billing terms.

    ENG-2026-041ENG-98039 · Account Owner
    Register clientBy Account Owner

  2. Scope engagement

    Record agreed fee, budget, dates, and manager.

    ENG-2026-041ENG-98039 · Engagement Manager
    Scope engagementBy Engagement Manager

  3. Assign delivery

    Match team rates and capacity to the work.

    ENG-2026-041ENG-98039 · Engagement Manager
    Assign deliveryBy Engagement Manager

  4. Review service

    Check approved lines and failed submissions against the engagement.

    ENG-2026-041ENG-98039 · Service Reviewer
    Review serviceBy Service Reviewer

  5. Approve milestone

    Accept the deliverable before the billing action.

    ENG-2026-041ENG-98039 · Milestone Approver
    Approve milestoneBy Milestone Approver
    ApprovalMilestone Approver decides whether the deliverable is ready for billing.

  6. Record payment

    Follow collection against the milestone.

    ENG-2026-041ENG-98039 · Billing Specialist
    Record paymentBy Billing Specialist

Start with Client work to collection

Inside a record

Reconcile with the systems you use

Open any engagement to see its expenses, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Engagement name, Client, Start date and End date.

  2. 2
    Expenses

    Each line is linked to this engagement.

  3. 3
    Who works on it

    Admin, Account Owner and Engagement Manager, each with their own permissions.

  4. 4
    Process stages

    Scope engagement and Assign delivery, with the role that acts.

  5. 5
    Approvals

    Approve milestone, with who decides.

Proposed EngagementsENG-2026-041
Estimation & Quote Builder · Engagements

ENG-2026-041

Cedar Vale office renovation plan · Fixed Fee

Log activity
1
Record details
Engagement nameCedar Vale office renovation plan
ClientPinepath Logistics
Start date18 Oct
End date22 Oct
2
Expenses

ENG-2026-041

Expense codeExpense dateEngagement
EXP-2026-03121 OctHarbor Point service desk rollout
EXP-2026-03215 OctPinepath warehouse workflow design
EXP-2026-03316 OctStonebridge billing review
Expenses
6
Total amount
2,820
3

Who works on it

  • AdminManage Users, Organizations, team members
  • Account OwnerManage Clients
  • Engagement ManagerManage Engagements, quote milestones
4

Process stages

  • Scope engagementEngagement Manager
  • Assign deliveryEngagement Manager, Consultant
5

Approvals

  • Approve milestoneMilestone Approver
    Approved
Example screen with sample data
Approvals

Put the right person at each decision

Service Reviewer checks service approval results; Milestone Approver checks submitted deliverables before billing.

OverviewApprovals
Estimation & Quote Builder · Overview

Approvals

Signed in as Milestone Approver

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • SE-93833SVC-2026-081
    Facilitated stakeholder workshopRequested by Admin
    Approved2dActions
  • SE-98216SVC-2026-082
    Mapped current approval processRequested by Admin
    Approved1dActions
  • SE-73084SVC-2026-083
    Prepared concept drawingsRequested by Admin
    Approved2dActions
  • SE-92810SVC-2026-084
    Configured intake workflowRequested by Admin
    Approved5dActions

Who approves what

DecisionApprover
Approve milestoneAccept the deliverable before the billing action.Milestone Approver
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Estimation & Quote Builder to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains access, organization setup, and reference records.

  • Manage Users, Organizations, team members
  • View Clients, Engagements, operation receipts

Roles and permissions

Reports

Read value, cost, and cash together

Read delivery, budget, billing, and collection from the same engagement records.

Overview
Estimation & Quote Builder · Overview

Estimation & Quote Builder dashboard

This quarter

Quote milestone payments in view
6
Total amount
2,610
Overdue
3
Disputed
3

Engagements by status

How far records got this quarter

StageReachedStep
Proposed35
Active1851%
On hold1056%
Completed550%

Number of engagements by status

Sample counts per stage

700
70Proposed
40Active
70On hold
40Completed
70Cancelled
Example screen with sample data
  1. 01Engagement value and delivery

    Compare each engagement's agreed fee, delivered amount, approved service amount, and invoiced service amount.

  2. 02Engagement margin

    Compare delivered amount and delivered cost with the calculated gross margin by engagement.

  3. 03Hours against budget

    Compare logged and delivered hours with budget hours and hours remaining.

  4. 04Member utilization

    Compare each team member's billable hours logged, total hours logged, capacity, and utilization percent.

  5. 05Client engagement portfolio

    Group engagement value and status under each client and its account owner.

  6. 06Milestone billing position

    Group milestone amount, invoiced payment amount, payments received, and amount outstanding under each engagement.

  7. 07Payment exceptions

    Show overdue and disputed payments with due date, amount, and days past due.

  8. 08Service approval outcome

    Show submitted and approved service lines by engagement, team member, hours, and amount.

All reports and dashboards

Who it's for

Built around service delivery

See how Estimation & Quote Builder fits your kind of team.

Consulting firms

Run consulting engagements with accountable delivery, rates, and milestone collection.

Creative services

Track client deliverables, team effort, and payment against agreed creative work.

Implementation services

Coordinate implementation work, acceptance milestones, and billing follow-up.

Controls

Check decisions and operation results

Each stage, from client work to collection, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom client work to collection
Estimation & Quote Builder · Process

From client work to collection

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
1
Roles involved
6
Tables touched
7
Register client
Account Owner
StatusProspect → Active
RecordsClients
Scope engagement
Engagement Manager
StatusProposed → Active
RecordsEngagements, Clients
Submit service
Consultant
StatusDraft → Submitted
RecordsEngagements
From client work to collection
  1. Start
    Register clientProspect → Active
    Clients
  2. Step
    Scope engagementProposed → Active
    Engagements
  3. Step
    Submit serviceDraft → Submitted
    Engagements
  4. Approval
    Review serviceSubmitted → Approved
    Operation receipts
  5. Step
    Submit milestonePending → Submitted
    Engagements
Example screen with sample data

See each stage in detail

AI agent

Let Proto prepare the next review

Ask Proto to prepare records and checks while your team keeps business decisions.

It can

  • Account Owner: Prepare a client record with the owner, billing terms, and primary contact for review.
  • Engagement Manager: Summarize delivered hours, expense total, and remaining value for an active engagement.
  • Consultant: Prepare a service line with date, description, hours, rate, and engagement before submission.
  • Service Reviewer: Show approved lines and failed submissions with their engagement context for follow-up.

Stays with a person

  • Submitting a service line runs its approval check.
  • A person decides whether a milestone is accepted for billing.
  • Billing Specialist confirms an invoice action and marks payment Received only after collection is verified.
  • Proto can prepare records and explain exceptions, but the accountable role checks the result before the next handoff.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Estimation & Quote Builder
  • Accounting
  • Bank or payment source
  • Document storage
  • Identity
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Clients and engagements3
  • Team rates and capacity5
  • Service delivery5
  • Time and expenses6
  • Milestone billing4
  • Payments and margin7
  • Review and evidence6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set ownership

    Choose the client owner, engagement manager, service reviewer, milestone approver, billing specialist, and Admin. Decide who may change each status.

  2. Load the baseline

    Enter organizations, team members, rates, clients, active engagements, fees, hours budgets, and current milestones.

  3. Rehearse delivery

    Submit a valid service line and a line missing hours. Confirm the decision and operation receipt in each case. Add time and expense entries for the same engagement.

  4. Rehearse billing

    Approve a deliverable, run the invoice action, and check the result. Try a milestone without amount to confirm it remains Approved with a Failed receipt.

  5. Rehearse collection

    Add a payment, record a confirmed receipt, and review the overdue or disputed queue. Compare engagement margin and outstanding amount.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Estimation & Quote Builder.

All questions
How do I get started?

Click Get started, then use Proto to configure Estimation & Quote Builder for your business. Begin with one active client, one engagement, its delivery team, a service approval, a milestone, and a payment record.

Who owns a client engagement?

Account Owner maintains the client relationship. Engagement Manager owns the agreed fee, budget hours, dates, and delivery status for each engagement.

How does service approval work?

Consultant submits a billable service line with hours and an engagement. The approval operation checks it. A valid line moves to Approved with a decision and operation receipt that Service Reviewer can inspect; a line that fails the guard remains Submitted with a Failed receipt.

How do we track time and expenses?

Consultant records time by work date, client, and engagement, and expenses by date, category, amount, and engagement. Engagement Manager follows the submitted queues and checks them against the job.

When is a milestone ready for billing?

Milestone Approver checks the submitted deliverable and marks it Approved. Billing Specialist then verifies its amount and engagement before running the invoice operation and checking the result.

What happens when an invoice action fails?

The milestone stays Approved and receives a Failed operation receipt. Billing Specialist corrects the amount or engagement and retries after review.

How are collections recorded?

Billing Specialist keeps the invoice number, amount, due date, method, and paid date on the payment record. Marking it Received records a Payment Record operation receipt.

Can we see overdue payments?

Payments Overdue Or Disputed shows payment records in those states with due date, amount, and days past due for follow-up.

How do we review an engagement's margin?

Engagement Margin Desk compares contract value with delivered and billed amounts and shows realization, projected margin, and over-budget signals. Open the engagement to inspect its underlying work.

Where do supporting files go?

Record Attachments link files such as contracts, SOWs, receipts, and deliverables to their parent records. Agree on your document storage and access policy during setup.

Set up Estimation & Quote Builder your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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