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Step-by-step guidance for RentMatrix users and day-to-day workflows.
Audience: Operations teams

Sending Estimates

What is this?​

This guide explains how vendors review work requests, submit inspection proposals, or provide direct cost estimates to property managers.

When should I use it?​

Use this feature when you:

  • Receive a new work request notification.
  • Need to send a formal estimate.
  • Need to schedule inspection before final quote.
  • Need to decline a request.

Prerequisites​

Before you begin, ensure you have:

  • Vendor portal login.
  • Request details from email or portal.
  • Pricing and scheduling information.
  • Understanding of issue from tenant notes and photos.

Flow diagram​

Step-by-step instructions​

Step 1: Access the Request​

  1. Log into vendor portal.
  2. Click Estimate Requests or open link from email.
  3. Select the target request.

Step 2: Choose Path​

If inspection is needed:

  1. Select yes for inspection required.
  2. Add inspection fee.
  3. Add inspection time slot.
  4. Add optional notes.
  5. Send estimate.

If direct estimate is possible:

  1. Select no for inspection required.
  2. Add line items for materials, labor, and parts.
  3. Add job time slot.
  4. Add optional notes and assumptions.
  5. Send estimate.

Step 3: Decline Request if Needed​

  1. Click Decline Request.
  2. Add brief reason if prompted.

Example scenario​

Situation: Tenant reports leak under kitchen sink.

Vendor actions:

  • If scope is unclear: send inspection proposal with fee and slot.
  • If issue is simple: send direct estimate with parts and labor breakdown.

Common mistakes / FAQs​

  • Mistake: Sending direct estimate for unclear scope.
    • Solution: Use inspection-first approach when uncertain.
  • Mistake: Sending only total amount.
    • Solution: Provide itemized estimate lines.
  • FAQ: Estimate status not updated yet. What should I do?
    • Answer: Check request status and add follow-up comment if needed.
  • FAQ: Can I edit after sending estimate?
    • Answer: Usually no. Ask manager to void and resubmit if correction is needed.

Pro tips​

  • Respond within 24 hours when possible.
  • Use notes to explain assumptions.
  • Keep professional decline reasons for future relationship.
  • Reuse standard estimate templates for frequent jobs.