Quick answer: Give each estimate a stable identifier, a revision number and a date. Keep earlier versions, summarize what changed, and name the person responsible for customer delivery. Distinguish a proposed revision from the scope that has actually been approved.

A customer can have the right document for yesterday and the wrong document for today. The crew can make the same mistake when a new PDF is sent without explaining whether it changes the work. Version discipline keeps those differences visible.

Use an identifier that survives revisions

Keep the estimate number constant for the same proposal and increment the revision. Use a filename such as “Job-042_Estimate-118_Rev-02_2026-10-14.pdf.” The exact convention matters less than consistent use.

Put the revision and date inside the document as well as in its filename. A downloaded file can be renamed or forwarded without its original email context.

Log changes in terms the customer understands

Estimate revision log
Field	Record
Revision	Number and issue date
Reason	Selection, new finding, quantity correction or requested scope change
Scope effect	Added, removed or changed work
Price effect	Changed lines and new total
Review status	Draft, sent for review or approved under the project process
Delivery	Who sent it and which previous proposal it replaces

“Updated estimate” gives too little context. “Revision 2 replaces the vanity allowance with the selected model and adds the requested trim work” tells the customer what deserves attention.

Do not confuse a correction with an approved change

If you correct a measurement before approval, explain the updated quantity and price. If the customer has already approved a scope, follow the appropriate change process. A new draft does not automatically authorize the crew to proceed.

Keep the original approved record distinguishable from the latest proposed document. Retain the relevant messages or approval evidence in the job file according to your process.

Check the whole document after a revision

Recalculate quantities and totals.
Remove options that are no longer relevant.
Check whether the change affects access, protection or finish work.
Update assumptions and exclusions that no longer apply.
Confirm the revision identifier in the PDF.
Make the delivery message name the changed scope.

A single material selection can affect more than one price line. For example, a different fixture may change associated parts or access work. Review the connected tasks instead of replacing only the allowance number.

Give the crew a current-scope handoff

“Current approved scope: [document and revision]. Proposed revision [number] is still under review. Do not treat proposed additions as authorized work. New information is recorded in [photo group or note].”

This is a communication template rather than legal advice about approval. Use the agreement and requirements that apply to the actual project.

SnapDamage keeps editable estimate drafts and project records together. Your team still needs a clear version and delivery convention. For work discovered after approval, read change-order documentation; for the field transfer, use the handoff checklist.

Frequently asked questions

Should I overwrite the old PDF?

Keep the prior record and label which version is current. Overwriting can erase the explanation of what the customer previously received.

Do I need a revision for a minor correction?

Use a convention that makes changed customer documents distinguishable. Even a small correction can matter if someone relies on the earlier copy.

Does a new estimate mean the crew can start the added work?

No. Confirm the appropriate approval and job instructions before treating a proposed change as authorized scope.