# Sharing Estimates When you're ready to share an estimate, PAI generates a formatted PDF from the estimate. The print view gives you control over how costs are organized, whether to include a detailed line-item breakdown or just a summary, and whether to add an expiration date. All print layouts use the **external** financials from the estimate. Internal costs are never visible in any externalized layout (the Internal layout, described below, is a separate tool for internal coordination). --- ## Accessing the Print View The print tab is accessible from the estimate navigation at any time. The content window shows a live PDF preview; the sidebar shows layout and configuration options. The **Send Estimate** button — available while the version is still in a pre-Sent status — navigates directly to the print tab as a shortcut. Once you've configured your settings, clicking **Send & Print** in the print tab marks the estimate version as Sent (locking it from further editing) and opens the print window where you can save the PDF. --- ## Print Options **Document title** — defaults to "Estimate" for non-approved versions and "Purchase Order" for approved versions. You can also select **Custom** to enter any title that fits your organization's terminology. **Expiration date** — optionally set a date after which the estimate expires. Pre-fills to seven days from the current date. **Include overages** — if approved overages exist on the project, choose whether to include their amounts in the print totals. **AICP: Budget utilization** — for AICP projects, toggles the top sheet budget utilization visualization on or off. --- ## Print Headers The document title and company logo are always visible on printed documents and are not affected by header settings. Beyond those, PAI gives you two independent header options: ### Default Header The default header can be toggled on or off. When enabled, it includes: - **From** — your company name and address, pulled from Organization Settings - **To** — the client name and address, pulled from the client record associated with the project - **Project Number** — the P### assigned at approval (if the estimate has been approved) - **Estimate Number** — the E### assigned at estimate version creation - **Version Name** — the estimate version name (if one was given) - **Date** — the date the document is generated - **Estimate Valid Until** — the expiration date, if set in Print Options - **Grand Total** If the client record doesn't have an address on file, the **To** field will be incomplete. Fill in client details before printing if you need a clean header. ### AICP-Style Header An AICP-style header is available for all print layouts — not just the AICP layout. It's a structured production information block that you can populate with custom text, formatted to match production industry conventions. You can use it alongside the default header, instead of it, or on its own. The custom text fields let you configure the header content to fit the specifics of the job. --- ## Print Layouts Choose the layout that matches what you're sharing and with whom. ### Summary The simplest layout. Includes the estimate header, grand total, billing details, and scope summary. No line items or cost breakdown. Use this when you need to communicate the total cost and scope without exposing the underlying cost structure — executive sign-offs, early-stage conversations, or situations where you want to protect the production methodology. ### Categories (Default) The standard externalized layout. Organized by department group, then by category within each group. The top sheet shows a breakdown in that structure: ``` PRODUCTION Labor Equipment Services Misc POST Labor Equipment Services Misc ``` The details section follows the same structure, with line items listed within each category section. Use this for most presentations. It shows cost grouped logically in enough detail for informed decisions without overwhelming the reader. ### Department Same structure as Categories, but organized by department rather than department group and category. Breaks down costs by your department groupings with line items within each department. Use this when the department view of the work is the clearest way to communicate the scope. ### Day Organizes costs by scheduled production day. Includes a top-sheet breakdown by day, followed by a details section listing line items within each day. Use this when showing day-by-day costs is meaningful — multi-location work, productions where the daily cost footprint matters, or when adding or removing days is the primary negotiation lever. ### AICP Available only for AICP project types. Formats the estimate to AICP industry standards. Includes the AICP-formatted department top sheet and line items organized by AICP department structure. ### Internal Shows the **internal** costs of the estimate rather than external. Includes both a category and day breakdown with full line item detail. > [!warning] > The Internal layout uses your actual internal costs — not the externalized view. Be deliberate about when and with whom you share this. It's intended for situations where a collaborator needs full cost visibility but doesn't have PAI access: offline budget reviews, coordination with external project managers, or internal approval workflows that require PDF documentation. --- ## What Appears on Printed Documents **Top sheet** — shows section totals, markups, and discounts (where applicable) to arrive at the grand total. **Details section** — shows line item subtotals with any fringes applied, producing a section total per group. The formula is: line item subtotals + fringes = section total. **Line item external descriptions** — if filled in, appear as italicized text beneath each line item in the details section. **Modifiers** — modifiers with a zero external amount are not shown on printed documents. The **Project Scope**, **Billing Notes**, and **version name** from the sidebar and Overview tab also appear on the printed document — fill these in before printing for a cleaner output.