How to Use the Send Estimate Workflow Action

By Sparkforge Support Team ·Last reviewed May 3, 2026

The Send Estimate action generates an estimate from a template and delivers it by email, SMS, or both — automatically when a workflow trigger fires. Use it for pipeline-driven proposals that ship without manual effort.

The Send Estimate action automates proposal delivery from inside a Sparkforge workflow. Pick a template, a sender, and a channel, and Sparkforge generates and sends the estimate the moment the trigger fires.

What the action does

When a workflow reaches the Send Estimate step, Sparkforge builds an estimate from your chosen template, fills in available contact and opportunity details, and sends it through the channel you select. Branding, taxes, currency, and totals come from the template, so every estimate goes out consistently.

Why use it

Speed to proposal: send the estimate the moment a lead hits a stage, submits a form, or requests pricing.
Consistent branding: every estimate uses the right template, logo, taxes, and currency.
Channel flexibility: deliver by Email, Text, or both based on what the contact has on file.
Audit trail: see when each estimate was sent, viewed, accepted, and paid.

Prerequisites

Payments is enabled for the location and a payment processor is connected.
At least one Estimate Template is created and active, with branding, taxes, and currency configured.
The contact has a valid email or phone for the channel you choose.
Email sending domain is verified. SMS contacts are opted in.

Set up the action

Log into your sub-account.
Go to Automations > Workflows.
Open an existing workflow or create a new one.
Click + Add New Trigger and pick a trigger that should send the estimate (for example, Pipeline Stage Changed, Opportunity Status Changed, or Form Submitted).
Click + to add an action and search for Send Estimate.
Choose a From User and Estimate Template.
Pick a Payment Mode: Live for real payments, Test for sandbox validation.
Pick a Sending Mode: Create as Draft saves the estimate for review, Send Directly ships it immediately.
Pick a Channel: Email, Text, or Email & Text. Default is Email & Text.
Click Save Action.
Test the workflow end to end, then publish.

Example: home renovation estimate

A home renovation company wants to send proposals the moment a lead expresses interest.

Trigger: Opportunity Created.
Action name: Send Home Renovation Estimate.
From User: Sarah Johnson.
Estimate Template: Home Renovation Proposal.
Payment Mode: Live.

Outcome: every new opportunity gets the branded estimate within seconds of creation, no manual prep required.

Frequently Asked Questions

What happens if the contact has both email and phone?

Pick Email & Text in the Channel field. Sparkforge sends the estimate through both channels.

Does Test mode notify real customers?

No. Use Test mode with a seed contact you control to validate copy, variables, and delivery before flipping to Live.

Which user identity sends the estimate?

The From User you select in the action. If that user is later deactivated, update the action to an active sender or future runs may fail.

Where do I see if an estimate was viewed or accepted?

Open the contact record or the Estimates dashboard. Each estimate shows a status history including Sent, Viewed, Accepted, Declined, and Paid.

What's the difference between Create as Draft and Send Directly?

Create as Draft saves the estimate without sending so a human can review it first. Send Directly fires the estimate the moment the workflow reaches the action.