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The “Estimates” trigger is a powerful tool for automating actions based on specific events related to estimates, such as when an estimate is sent, accepted, or declined. This article will guide you through understanding the Estimates trigger, its key benefits, how to configure it, and various use cases that can help streamline your workflow processes. By the end, you’ll be equipped to set up automated workflows using the Estimates trigger and enhance customer engagement.
The Estimates trigger is designed to activate workflows when specific actions are taken on an estimate. Whether it’s being sent to a customer, accepted for a job, or declined after review, this trigger ensures timely follow-ups and appropriate actions are taken automatically. Businesses can use it to track estimate statuses, manage opportunities, and maintain clear communication with their customers.
Key Benefits of the Estimates Trigger
Automated Follow-Ups: No need for manual reminders—send follow-up emails, thank-you messages, or next-step notifications automatically.
Improved Customer Experience: Respond promptly when an estimate is accepted, keeping your customers informed and engaged.
Opportunity Management: Turn accepted estimates into new opportunities automatically and assign them to the right team members for immediate action.
Seamless Communication: Notify internal teams about changes in estimate status, ensuring everyone stays on the same page.
Filters and Operators in the Estimates Trigger
When setting up the Estimates Trigger, you can refine its activation by applying filters. Filters allow you to define specific conditions under which the trigger should execute, making automation more precise and effective. To refine filters, you will use Operators (a logical conditions) that determine how the filter evaluates estimate-related data.
The 3 filters options that are available when building an Estimates Workflow are:
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Estimate Value: sdkhfskdjfkjsdfkjshdfsdf
Estimate Template: kshdkfjhsdkjfsdlkjfsdfsdf
Below is a breakdown of how different filters and operators function within the Estimates Trigger:
Estimate Statuses
Status
Description
Accepted
The customer has approved the estimate, agreeing to the proposed terms and pricing.
Declined
The customer has reviewed the estimate but chose not to proceed with it.
Invoiced
The estimate has been converted into an invoice, meaning the customer has agreed to proceed, and payment is expected or has been processed.
Sent
The estimate has been created and sent to the customer but has not yet been opened, accepted, or declined.
Viewed
The customer has opened and viewed the estimate but has not yet accepted or declined it.
Status Filter Operators
Operator
Description
Is
Triggers only when the estimate status matches a specific value (e.g., “Accepted”).
Is Empty
Triggers when the estimate has no status assigned (useful for catching unprocessed estimates).
Is Not
Triggers when the estimate status does not match a specified value (e.g., “Is Not Declined” would trigger for any status except “Declined”).
Is Not Empty
Triggers only when the estimate has any status assigned (helps exclude incomplete or unprocessed estimates).
Example: If you want to trigger an action only when an estimate is declined, use Estimate Status → Is → Declined.
Status Filter Operators (image 1 of 8)What this shows Example: If you want to trigger an action only when an estimate is declined, use Estimate Status → Is → Declined.What this showsIllustrates the "Status Filter Operators" section of "Workflow Trigger - Estimates".This screenshot appears in the "Status Filter Operators" section of "Workflow Trigger - Estimates". The text alongside this image reads: Example: If you want to trigger an action only when an estimate is declined, use Estimate Status → Is → Declined. Immediately after, the guide continues: This filter refines the trigger based on the monetary value of an estimate. For example, if you want to send an alert for estimates over $1499, use the following filter values: Estimate Value > Greater Than > 1499.Image 1 of 8What this coversExample: If you want to trigger an action only when an estimate is declined, use Estimate Status → Is → Declined.
Buttons and menus referencedOperatorDescriptionIsIs EmptyIs NotIs Not EmptyEstimate Status → Is → Declined.
Next stepThis filter refines the trigger based on the monetary value of an estimate. For example, if you want to send an alert for estimates over $1499, use the following filter values: Estimate Value > Greater Than > 1499.
Filter - Estimate Value
This filter refines the trigger based on the monetary value of an estimate. For example, if you want to send an alert for estimates over $1499, use the following filter values: Estimate Value > Greater Than > 1499.
Operator
Description
Equals To
Activates when the estimate value is exactly the specified amount.
Greater Than
Triggers when the estimate value exceeds a certain threshold.
Greater Than or Equals To
Triggers when the estimate value is equal to or higher than a set amount.
Is Empty
Activates if the estimate has no value assigned (useful for identifying incomplete estimates).
Is Not Empty
Activates when an estimate has any value assigned.
Is Not Equal To
Triggers when the estimate value does not match a specific amount.
Less Than
Triggers if the estimate value is lower than the defined amount.
Less Than or Equal To
Triggers if the estimate value is equal to or lower than a given amount.
Filter - Estimate Value (image 2 of 8)What this shows Operator Description Equals To Activates when the estimate value is exactly the specified amount.What this showsIllustrates the "Filter - Estimate Value" section of "Workflow Trigger - Estimates".This screenshot appears in the "Filter - Estimate Value" section of "Workflow Trigger - Estimates". The text alongside this image reads: Operator Description Equals To Activates when the estimate value is exactly the specified amount. Greater Than Triggers when the estimate value exceeds a certain threshold. Greater Than or Equals To Triggers when the estimate value is equal to or higher than a set amount. Is Empty Activates if the…. Immediately after, the guide continues: This filter ensures the trigger activates only for specific estimate templates. Operators available.Image 2 of 8What this coversOperator Description Equals To Activates when the estimate value is exactly the specified amount. Greater Than Triggers when the estimate value exceeds a certain threshold. Greater Than or Equals To Triggers when the estimate value is equal to or higher than a set amount. Is Empty Activates if the estimate has no value assigned (useful for identifying incomplete estimates). Is Not Empty Activates when an estimate has any value assigned. Is Not Equal To Triggers when the estimate value does not match a specific amount. Less Than Triggers if the estimate value is lower than the defined amount. Less Than or Equal To Triggers if the estimate value is equal to or lower than a given amount.
Buttons and menus referencedEstimate Value > Greater Than > 1499.OperatorDescriptionEquals ToGreater ThanGreater Than or Equals ToIs EmptyIs Not EmptyIs Not Equal ToLess ThanLess Than or Equal To
Next stepThis filter ensures the trigger activates only for specific estimate templates. Operators available:
Estimates Template Filter
This filter ensures the trigger activates only for specific estimate templates. Operators available:
Is: Activates only if the estimate was created from a specific template.
Is Empty: Triggers when no template was used to create the estimate (useful for identifying manually created estimates).
Is Not: Triggers when the estimate was not created from a particular template.
Is Not Empty: Triggers only if an estimate was created using any template.
Example: If you want an automated email to be sent only for estimates based on the “Premium Package” template, use Estimate Template → Is → Premium Package.
Estimates Template Filter (image 3 of 8)What this shows Example: If you want an automated email to be sent only for estimates based on the “Premium Package” template, use Estimate Template → Is…What this showsIllustrates the "Estimates Template Filter" section of "Workflow Trigger - Estimates".This screenshot appears in the "Estimates Template Filter" section of "Workflow Trigger - Estimates". The text alongside this image reads: Example: If you want an automated email to be sent only for estimates based on the “Premium Package” template, use Estimate Template → Is → Premium Package. Immediately after, the guide continues: Let's understand the process of setting up the estimates trigger in GHL Customer Care.Image 3 of 8What this coversExample: If you want an automated email to be sent only for estimates based on the “Premium Package” template, use Estimate Template → Is → Premium Package.Next stepLet's understand the process of setting up the estimates trigger in GHL Customer Care:All 4 steps in this procedure
Is: Activates only if the estimate was created from a specific template.
Is Empty: Triggers when no template was used to create the estimate (useful for identifying manually created estimates).
Is Not: Triggers when the estimate was not created from a particular template.
Is Not Empty: Triggers only if an estimate was created using any template.
Configuring the Estimates Trigger
Let's understand the process of setting up the estimates trigger in GHL Customer Care:
Go to Automation
Navigate to the Automation section and select + Create Workflow option. Either choose an existing workflow where you wish to use the Estimates trigger or simply create a new workflow from scratch.
Go to Automation (image 4 of 8)What this shows Navigate to the Automation section and select + Create Workflow option.What this showsIllustrates the "Go to Automation" section of "Workflow Trigger - Estimates".This screenshot appears in the "Go to Automation" section of "Workflow Trigger - Estimates". The text alongside this image reads: Navigate to the Automation section and select + Create Workflow option. Either choose an existing workflow where you wish to use the Estimates trigger or simply create a new workflow from scratch. Immediately after, the guide continues: Select the option to add a new trigger, then choose Estimates from the list of available Workflow Triggers.Image 4 of 8Where to goNavigate to the Automation section and select + Create Workflow option. Either choose an existing workflow where you wish to use the Estimates trigger or simply create a new workflow from scratch.
Buttons and menus referencedAutomation+ Create Workflow
Next stepSelect the option to add a new trigger, then choose Estimates from the list of available Workflow Triggers.
Adding Estimates Trigger
Select the option to add a new trigger, then choose Estimates from the list of available Workflow Triggers.
Adding Estimates Trigger (image 5 of 8)What this shows Select the option to add a new trigger, then choose Estimates from the list of available Workflow Triggers.What this showsIllustrates the "Adding Estimates Trigger" section of "Workflow Trigger - Estimates".This screenshot appears in the "Adding Estimates Trigger" section of "Workflow Trigger - Estimates". The text alongside this image reads: Select the option to add a new trigger, then choose Estimates from the list of available Workflow Triggers. Immediately after, the guide continues: Update the Trigger Name to something descriptive, such as “Estimate Follow-Up Workflow,” so it reflects the trigger’s purpose clearly. We have named the trigger as "Estimate Declined.".Image 5 of 8What to chooseSelect the option to add a new trigger, then choose Estimates from the list of available Workflow Triggers.
Buttons and menus referencedEstimates
Next stepUpdate the Trigger Name to something descriptive, such as “Estimate Follow-Up Workflow,” so it reflects the trigger’s purpose clearly. We have named the trigger as "Estimate Declined."
Naming your Trigger
Update the Trigger Name to something descriptive, such as “Estimate Follow-Up Workflow,” so it reflects the trigger’s purpose clearly. We have named the trigger as "Estimate Declined."
Naming your Trigger (image 6 of 8)What this shows Update the Trigger Name to something descriptive, such as “Estimate Follow-Up Workflow,” so it reflects the trigger’s purpose clearly.What this showsIllustrates the "Naming your Trigger" section of "Workflow Trigger - Estimates".This screenshot appears in the "Naming your Trigger" section of "Workflow Trigger - Estimates". The text alongside this image reads: Update the Trigger Name to something descriptive, such as “Estimate Follow-Up Workflow,” so it reflects the trigger’s purpose clearly. We have named the trigger as "Estimate Declined.". Immediately after, the guide continues: Once you’ve added the trigger, you can refine it using filters to ensure it only activates for specific criteria.Image 6 of 8What this coversUpdate the Trigger Name to something descriptive, such as “Estimate Follow-Up Workflow,” so it reflects the trigger’s purpose clearly. We have named the trigger as "Estimate Declined."Next stepOnce you’ve added the trigger, you can refine it using filters to ensure it only activates for specific criteria.
Setting Up Filters
Once you’ve added the trigger, you can refine it using filters to ensure it only activates for specific criteria.
Click + Add Filters and choose one of the standard fields.
After selecting the field, choose an appropriate operator. Once you’ve configured the trigger and its filters, click Save.
Setting Up Filters (image 7 of 8)What this shows After selecting the field, choose an appropriate operator.What this showsIllustrates the "Setting Up Filters" section of "Workflow Trigger - Estimates".This animation appears in the "Setting Up Filters" section of "Workflow Trigger - Estimates". The text alongside this image reads: After selecting the field, choose an appropriate operator. Once you’ve configured the trigger and its filters, click Save. Immediately after, the guide continues: After you have configured the trigger, you will need to go ahead and set up the appropriate workflow action as per your requirements. A fully configured workflow trigger coupled with a workflow action will look like the example shown in….Image 7 of 8What to chooseAfter selecting the field, choose an appropriate operator. Once you’ve configured the trigger and its filters, click Save.
Buttons and menus referenced+ Add FiltersSave
Next stepAfter you have configured the trigger, you will need to go ahead and set up the appropriate workflow action as per your requirements. A fully configured workflow trigger coupled with a workflow action will look like the example shown in the screenshot below:
Estimates Trigger in Action
After you have configured the trigger, you will need to go ahead and set up the appropriate workflow action as per your requirements. A fully configured workflow trigger coupled with a workflow action will look like the example shown in the screenshot below:
Estimates Trigger in Action (image 8 of 8)What this shows After you have configured the trigger, you will need to go ahead and set up the appropriate workflow action as per your requirements.What this showsIllustrates the "Estimates Trigger in Action" section of "Workflow Trigger - Estimates".This screenshot appears in the "Estimates Trigger in Action" section of "Workflow Trigger - Estimates". The text alongside this image reads: After you have configured the trigger, you will need to go ahead and set up the appropriate workflow action as per your requirements. A fully configured workflow trigger coupled with a workflow action will look like the example shown in the screenshot below. Immediately after, the guide continues: Q. How can I set up a workflow to trigger when an estimate is viewed by a customer?Image 8 of 8What this coversAfter you have configured the trigger, you will need to go ahead and set up the appropriate workflow action as per your requirements. A fully configured workflow trigger coupled with a workflow action will look like the example shown in the screenshot below:Next stepQ. How can I set up a workflow to trigger when an estimate is viewed by a customer?
Frequently Asked Questions
Q. How can I set up a workflow to trigger when an estimate is viewed by a customer?
You can use the “Estimate Status” filter and set it to “Viewed” to trigger the workflow when a customer opens and views the estimate.
Q. Can I trigger a workflow only for estimates with values above a certain amount?
Yes, use the “Estimate Value” filter and set it to “Greater Than” with the desired amount. This ensures the workflow only activates for high-value estimates.
Q. Is it possible to combine multiple filters in a single trigger?
Absolutely! You can add multiple filters, such as combining “Estimate Status” and “Estimate Value,” to create more specific triggers tailored to your workflow needs.
Q. How do I notify different teams based on the status of the estimate?
You can set up separate workflows for each estimate status (e.g., Sent, Accepted, Declined) and add internal notifications as actions to inform the relevant teams.
Q. Can I create opportunities automatically for accepted estimates?
Yes, by adding the “Create Opportunity” action to the workflow, you can ensure that accepted estimates automatically generate new opportunities in your CRM.
