Partial billing: 8 rules for estimate approval

When configuring your workflow, you must choose between percentage-based billing and task-based billing. ServiceTitan explains that if you want to bill your customer a certain percentage for the items in the estimate you can add the percentage in the Add Qty field, according to ServiceTitan . This method allows you to specify the exact portion of a line item to charge. For example, if you want to bill your customer 50% for an item on the estimate, enter 0.5 in the Add Qty field for that item, according to ServiceTitan .

Alternatively, you can structure the estimate around completed tasks. ServiceTitan notes that if you plan to bill your customer based on tasks completed, add items individually to your estimate, according to ServiceTitan . This approach requires listing each distinct task as a separate line item rather than grouping them under a single percentage-based charge.

Key Takeaways

• Enter a decimal value in the quantity field to bill a percentage of an item.
• Add items individually to the estimate when planning to bill based on tasks completed.
• Use the Add Qty field to specify the exact percentage of an item to bill.

Choosing the right structure at the start of the estimate prevents billing errors later. If you use the percentage method, ensure the decimal value reflects the intended portion of the total cost. If you use the task method, verify that every billable action has its own line item. Both methods rely on the Add Qty field or individual line item creation to define what the customer will be charged.

For related configuration steps, see Field service settings to verify: 8 job checks .

The following table maps the eight core estimate rules to their specific publisher sources. Each row describes a distinct setting or action documented in the provided help materials. Use this reference to verify your configuration against the exact steps outlined by each platform.

Review each row against your current software settings to ensure your team follows the documented procedures.

When configuring how a customer pays for only a portion of the estimated work, the software interface allows you to input decimal values directly into the quantity field. According to ServiceTitan , if you want to bill your customer 50% for an item on the estimate, enter 0.5 in the Add Qty field for that item. This specific input method applies to the "Set up an estimate by line item" process. You can apply this same logic to any percentage you need to charge. According to ServiceTitan , if you want to bill your customer a certain percentage for the items in the estimate you can add the percentage in the Add Qty field. This approach gives you flexibility in how you present costs before the work is fully committed.

If your business model relies on charging for discrete units of work rather than a flat percentage of the total estimate, you should structure the estimate differently. According to ServiceTitan , if you plan to bill your customer based on tasks completed, add items individually to your estimate. This method ensures that each completed task is accounted for as a separate line item. This is distinct from the percentage-based approach where you adjust the quantity of a single line item to reflect a partial payment.

Understanding when a customer is ready to commit to the work is also part of this setup. According to ServiceTitan , let's say the estimate total is below the sold threshold (the customer wants to schedule the work, but hasn't fully decided). This scenario describes a state where the customer is interested but not yet fully committed to the full scope or price. Recognizing this threshold helps you determine whether to proceed with partial billing or wait for full approval. The "sold threshold" acts as a marker for the customer's decision status.

To implement these settings, start by reviewing your current estimate structure. If you are using percentage billing, ensure you are entering the correct decimal value in the Add Qty field. If you are using task-based billing, verify that each task is listed as an individual item. This distinction is crucial for accurate invoicing and customer communication. You can test these inputs by creating a draft estimate and adjusting the quantity fields to see how the total changes. This practical test helps you confirm that the software behaves as expected before you send the estimate to a customer.

Technicians in the field can approve estimates directly from their devices. Housecall Pro documents the process as "Approve an Estimate in the Field (Mobile)" Housecall Pro . This mobile capability allows the approval action to occur at the job site rather than waiting for office staff to process the request later. The interface differs slightly between operating systems to accommodate specific device layouts.

On iOS devices, the user must select "Approve an estimate" at the bottom of the screen Housecall Pro . On Android devices, the user selects "Approve estimate" at the bottom of the screen Housecall Pro . These specific button labels and locations ensure the technician can locate the approval control quickly during a visit. The placement at the bottom of the screen aligns with common mobile interface patterns for primary actions.

For situations where the customer is not present or the technician needs to process the approval remotely, the web interface provides a manual method. Housecall Pro outlines this process as "Manually Approve or Decline an Estimate (Web)" Housecall Pro . The manual nature of this web approval distinguishes it from the on-site mobile flow.

When configuring your workflow, consider which approval method fits your typical job scenarios. If your technicians frequently work with customers present on-site, the mobile approval feature described by Housecall Pro is the primary tool Housecall Pro . If your customers prefer to review estimates at home or if you handle approvals centrally, the web manual approval process is the relevant path Housecall Pro . Both methods are documented by Housecall Pro as distinct ways to manage the approval status of an estimate Housecall Pro .

To test these workflows, open an estimate in your mobile app and verify the button label matches your device's operating system Housecall Pro . Then, locate the manual approval process named Manually Approve or Decline an Estimate (Web) Housecall Pro . Understanding both the mobile and web approval paths ensures your team can handle customer approvals regardless of where the interaction takes place.

After a customer approves an estimate, you can verify their authorization by checking the digital signature. According to Housecall Pro , scroll down to the bottom of the estimate preview to view your customer's signature. This allows the dispatcher to confirm that the customer has electronically signed the document. The signature is located at the end of the preview, providing a clear record of consent. You should check this area to ensure the signature is present and legible. This step helps verify that the approval process was completed correctly by the customer.

According to Housecall Pro , the Estimate status will then change to Approved. This update helps you distinguish between estimates that are still awaiting review and those that have been accepted.

To manage these workflows effectively, keep the following points in mind:

• Check the bottom of the estimate preview for the customer's signature.
• Verify that the Estimate status will then change to Approved.
• Use the status change to filter your list of active estimates.
• Confirm the signature is visible before closing the estimate record.
• Document the approval time if your internal process requires it.

These steps ensure that your records accurately reflect the customer's decision. By reviewing the signature and the status change, you maintain a clear audit trail for each job. This practice supports accurate billing and reduces disputes over what was agreed upon. Always verify that the status has changed to "Approved" before scheduling the work. This final check helps prevent technicians from starting work on estimates that have not yet been formally accepted.

Open your current estimate in the software and test entering a decimal value in the quantity field to verify partial billing works.

Field approval is named Approve an Estimate in the Field (Mobile), and web approval is named Manually Approve or Decline an Estimate (Web).

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How do you bill a customer for only part of an estimate item?

To bill a customer for a portion of an item, enter a decimal value in the Add Qty field for that specific line item. This method allows you to adjust the quantity without changing the unit price.

What happens to the estimate status after a customer signs?

The Estimate status will then change to Approved, according to Housecall Pro . Scroll down to the bottom of the estimate preview to view your customer's signature. The status change confirms that the approval workflow has been completed.

How can a technician approve an estimate on a mobile device?

A technician can approve an estimate in the field using a mobile device by selecting the appropriate option on their screen. Select Approve an estimate (iOS) or Approve estimate (Android) at the bottom of your screen, as detailed in Housecall Pro .

What is the difference between task-based and percentage billing?

Task-based billing involves adding items individually to your estimate when you plan to bill your customer based on tasks completed, according to ServiceTitan . Percentage billing, conversely, allows you to add the percentage in the Add Qty field if you want to bill your customer a certain percentage for the items in the estimate. Choose the method that matches how you structure your service agreements.