What happens when an estimate is accepted

Who it's for: owners (Settings → Integrations).

When a Buildxact estimate is marked accepted, two things used to happen automatically, every time, with no way to turn them off:

1. the job moved to Approved here, and the matching deal moved along in

HubSpot; and

1. a draft invoice for the full estimate total appeared in Xero.

That is one way of running a job, not the only way. If you move deals through your own pipeline by hand, the stage jumping ahead of you is a nuisance. If you invoice on deposits or progress claims, a full-value draft invoice landing in your Xero every time an estimate is accepted is worse than a nuisance.

Turning a step off

Go to Settings → Integrations and find the When an estimate is accepted card. It has one tick-box per step:

• Move the job to Approved — advances the job here and pushes the stage

change to HubSpot.

• Raise a draft invoice in Xero — creates the draft invoice for the estimate

total.

Untick either one and press Save workflow settings. Both start ticked, so nothing changes for you until you decide it should.

What still happens either way

Turning a step off never loses the estimate. The accepted total is always recorded against the job, and the deal value is still pushed to HubSpot — only the stage move itself is skipped. So with both steps off, an accepted estimate still shows the right money everywhere; it just waits for you to move the job on and raise the invoice yourself.

Skipped steps are recorded in the sync log with the reason, so "the deal didn't move" is never ambiguous — you can see it was skipped on purpose rather than wondering whether the sync ran at all.

Notes

• Owners only. The setting applies to your whole organisation, and takes effect

on the next accepted estimate — there's nothing to redeploy or restart.

• It has no effect on estimates that were already accepted.
• Each accepted estimate is handled once. With the stage move turned off the job

stays where you put it, and Summit still remembers it has dealt with that acceptance — so a repeated notification from Buildxact, or the routine sweep that runs every half hour, won't raise a second draft invoice for it.

• "Once" means once per estimate, not once per job. Re-quote a job, and when

the new estimate is accepted Summit runs the steps you left on for it — the updated total, and a draft invoice for the new amount if auto-invoicing is on. That holds whichever way the tick-boxes are set: a job already sitting at Approved from an earlier estimate doesn't block the new one.

• Moving a job to Approved yourself — in Summit or by dragging the deal in

HubSpot — is treated as your decision, not as an accepted estimate: it does the same work, but Summit doesn't record it against any particular estimate. If Buildxact later reports a genuine acceptance for that job, move the job back out of Approved first, or Summit will take it as already handled.

• Two people editing these tick-boxes at the same time won't overwrite each

other: each box is saved on its own.

• If Xero or HubSpot is unreachable at the moment an estimate is accepted,

Summit retries that acceptance on its own until it goes through, and picks up where it left off — a step that already succeeded isn't repeated, so a retry never leaves you with two draft invoices for the same estimate. If a retry can't tell whether a draft was raised, it checks Xero before creating one, and waits rather than guessing when Xero can't be reached.