From Estimate To Paid Invoice, In One System
Quote the work, get approval online, order the parts, log the hours and send the invoice, then keep your books and cash flow in view, all connected to the clients you support.
The Work And The Billing, Finally Together
When work is tracked in one system and billed in another, hours get re-typed, parts get forgotten and money is left on the table.
ExaGuards Business connects them. Estimates are approved online, approved estimates can raise invoices automatically, and invoice lines come straight from products, orders, client hours and expenses.
Professional Estimates, Approved Online
| Feature | Details |
|---|---|
| Building the estimate | Grouped lines with quantity or a quantity range, unit, cost (internal only), sale price and margin; mark up every costed line or selected lines; discounts and tax classes. |
| Sending | Email to client contacts and other addresses, with the PDF generated and attached. The cost price is never printed. |
| Online approval | The client approves or declines from a secure link, enters their name, and the decision, email, IP address and note are recorded and printed on the PDF. |
| Automation | Raise the invoice automatically when a client approves, and notify your team when an estimate is approved, declined or first opened. |
| Statuses | Awaiting client, approved, declined, expired and converted to invoice, with your own statuses marked open, won or lost. |
Invoices That Build Themselves
Invoice lines come from the work you already recorded.
- Line sources: manual, products, assets, client hours, orders and expenses
- Client hours by employee and period, with the tasks done each day
- Payment terms, due dates, tax classes per line and discounts
- Amount paid and balance due, with paid, overdue and balance badges
- Invoiced, collected, outstanding and overdue totals
- PDF identical to the on-screen preview, sent by email
Keep Your Books Where Your Work Is
| Feature | Details |
|---|---|
| Accounts | Your own account types, currencies, parent accounts, and links to clients or employees, with balance, spent and received. |
| Transactions | Category, vendor, payees, tags, status, tax class, splits, attachments and locking. |
| Import | Paste from Excel or Sheets, or upload .xlsx or .csv files, map the columns and catch possible duplicates. |
| Rules | Match on description, reference, note, amount, category, vendor or status with 10 operators, then set the category, vendor, status, payees, tags or link automatically. |
| Periods | Today, this week, this month, last month, this quarter, this year, last year or custom. |
See The Next 12 Months Before They Happen
Cash flow plans project recurring income and expenses from an opening balance into a rolling 12-month forecast with a running balance.
- One-time, daily, weekly, bi-weekly, monthly or every two months
- Start and end dates, active switch and employee tags
- Plans per client or for the whole company
Everything You Sell And Supply
Products & assets
- Cost and sale price, serial, barcode
- Photos, files, notes and logs
- Variable products with child products
Stock locations
- Quantity per location
- Add or deduct with a note
- Assets by category
Supplier import
- Import from Amazon Canada links
- Import from UniFi Store Canada links
- Bulk import with a profit margin
Client orders
- Products, assets or custom items
- Client PO, project and status
- Approved by, margin and profit per item
Permissions
- View cost price, sale price or profit
- Manage orders
- Separate for products and orders
Company settings
- Company info and light and dark logos
- Billing profiles with a default
- Locations and saved payment method records
Can clients approve estimates online?
Yes. They approve or decline from a secure link, and their name, email, IP address and note are recorded.
Can approval raise the invoice automatically?
Yes, if you switch on "Raise the invoice automatically when a client approves".
Can we invoice logged client hours?
Yes, by employee and period, including the tasks done each day.
Can we import bank transactions?
Yes, by pasting rows or uploading .xlsx or .csv files, with column mapping, rules and duplicate detection.
Can we hide profit from some staff?
Yes. Cost, sale price and profit visibility are separate permissions.
Do you take card payments online?
Not yet. Payment method records store only the card brand and last four digits.
Works Even Better Together
Every product line shares the same clients, devices, people and login.
ExaGuards RMM
Monitor, manage and fix every Windows computer and server.
Explore →ExaGuards EDR
Endpoint security: detect, block, alert and respond.
Explore →ExaGuards Network
Discover, document and manage everything on the network.
Explore →ExaGuards Uptime Monitor
36 check types from the cloud or inside the network.
Explore →ExaGuards Service Desk
Tickets, email, SMS and alert notifications.
Explore →ExaGuards Docs
Credentials vault, knowledge base and diagrams.
Explore →ExaGuards HR
Timesheets, overtime, payroll hours and requests.
Explore →ExaGuards Insights
Productivity reports and live screens.
Explore →See What ExaGuards Can Do For You
Tell us about your team and the devices you support. We will prepare a quote for the product lines you need and walk you through them in a live demo.
