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An Estimate is the beginning of the service relationship between your shop and the client. It communicates:
•The services requested
•The expected costs
•The terms of service
•The understanding between both parties
A well-written estimate improves:
•Customer confidence
•Professional appearance
•Approval accuracy
•Protection against disputes
MLS 2026 supports multiple styles of estimate preparation, allowing each shop to use the method that best matches its workflow.
Service centers generally use one of two methods when preparing estimates.
Some shops prefer to:
•Describe the concern
•Outline the service to be performed
•Provide a general estimated price
In this method:
•Parts and labor may not be itemized
•The estimate functions more as a diagnostic agreement
•The client receives a clear explanation of the concern and expected repair
Example:
Diagnose front suspension noise and repair worn steering components.
Estimated repair cost not to exceed $850.
This approach is often:
•Faster to prepare
•Easier during diagnosis
•Useful for exploratory repairs
Other shops prefer to provide:
•Individual parts listings
•Labor descriptions
•Exact pricing details
This approach creates:
•Maximum transparency
•Precise pricing
•Very detailed customer communication
MLS 2026 fully supports:
•Detailed labor itemization
•Parts estimates
•Taxes
•Environmental fees
•Sublet services
•Recommendations
When creating a new workorder, MLS 2026 will ask:
•Estimate
•Invoice
•Counter Sale
Selecting Estimate places the workorder into:
•Estimate Mode
In Estimate Mode:
•Parts and labor are referenced
•Information is stored
•Totals may be calculated
•But inventory is not yet officially committed
The workorder remains in planning and approval status until converted to an Invoice.
The status may later be changed using:
•The Status field
•Or the Convert functions
The estimate is your written agreement with the client.
It should clearly communicate:
•What concerns were reported
•What services are planned
•What limitations exist
•The estimated financial obligation
Clear communication reduces:
•Confusion
•Misunderstandings
•Approval disputes
•Billing disagreements
Abbreviations should generally be avoided.
Example:
Poor:
•R&R RAD ASSY
Better:
•Remove and replace radiator assembly
The estimate should be understandable to:
•The client
•Office staff
•Technicians
•Insurance representatives
•Attorneys
•Future reviewers
Well-written descriptions communicate professionalism.
Diagnostic statements are especially useful when:
•The exact failure has not yet been identified
•Additional teardown may be required
•Testing is still in progress
These statements are commonly:
•Pre-written
•Stored in the Glossary
•Inserted quickly during estimate preparation
Examples:
•Diagnose charging system concern
•Inspect source of coolant leak
•Evaluate front suspension vibration
•Perform electrical system analysis
Because these are commonly repeated services:
•Saving them in the Glossary improves speed and consistency
Some estimate information is intended only for:
•Customer approval
•Preliminary diagnosis
•Service planning
When the estimate is later converted into an invoice:
•Certain estimate-only descriptions may remain excluded from billing
This allows:
•Diagnostic communication
•Without cluttering the final invoice
If desired, detailed:
•Parts
•Labor
•Sublet charges
may all be included directly on the estimate.
This provides:
•Accurate projected pricing
•Better transparency
•Clear service expectations
When parts are placed on an estimate:
•They are NOT removed from inventory yet
•Inventory is only committed when the estimate becomes an invoice
This prevents:
•False inventory reductions
•Stock shortages
•Incorrect sales totals
during the approval stage.
Accurate estimates are extremely important.
Whenever possible:
•Estimate slightly high rather than low
Clients are usually pleased when:
•Final costs are lower than expected
Clients are rarely pleased when:
•Costs exceed the estimate unexpectedly
If additional work becomes necessary:
•Use the Revision system
•Contact the client first
•Obtain authorization
•Document the communication
•Write estimates before beginning work
•Use complete descriptions
•Avoid abbreviations
•Clearly explain concerns and services
•Use glossary entries whenever possible
•Include accurate pricing expectations
•Obtain signatures whenever required
•Document all revisions carefully
A professional estimate is not simply paperwork — it is one of the strongest tools for building long-term customer trust.