The Export function in AI-Estimator streamlines your workflow by automatically pushing estimate data to your external systems, such as your MIS (Management Information System), BI tools, or storefronts. This eliminates manual data re-entry once a job is won.
We provide complete documentation of the data structure we send so your technical team can map it to your system. As different PSPs use many different MIS systems, we take this flexible approach rather than fixed integrations with specific MIS.
Video: Setting up Estimate export
Export Setup and Configuration (For Admins)
This feature relies on a secure connection defined in the Estimate Configuration area.
Outbound API Behavior: Located under Estimate Configuration → Connections → External MIS, administrators define the following:
Triggers: The export can be set to manual (initiated by a button) or automatic. If automatic, the admin selects the specific estimate status change (e.g., Won) that triggers the data transfer.
Destination URL: The specific API endpoint of your external system where the data will be sent.
Authentication Method: The secure method (e.g., token-based) used to verify the connection.
Additional Export Fields: Admins can define custom fields (short text, long text, number, date) required by the external system. These are mandatory inputs that the estimator must provide before the job is successfully exported.
Export Log: Admins can monitor the status of all data transfers—successful and failed—via the Export Log to troubleshoot any integration issues.
Initiating the Export (For Estimators)
The export process is initiated either automatically or manually.
Manual Export: Click the Convert Order button and select the Export option.
Automatic Export: The export is automatically initiated when the estimate status changes to the configured trigger status (e.g., Job Accepted).
Providing Required Job Details
When an export is triggered, a modal window will appear, prompting you to fill in any additional job-level fields required by your external system. This ensures the receiving system gets complete data (e.g., a PO Number or Expected Delivery Date).
Required Fields: Any field marked with an asterisk (*) must be completed before the export can proceed.
Data Validation: The system will validate that the data entered matches the required type (e.g., you cannot enter text into a number field).
Notes / Special Requests: This field is always present, pre-filled with existing estimate notes, and is editable.
Post-Export Status and Retries
Successful Export: Upon successful data transmission, the estimate status will automatically update to Exported.
Failed Export: If the export fails, an error message will appear. Your entered values will be saved, allowing you to correct the error and retry the export without having to re-enter all information.
Re-Export: If an order has already been exported, attempting to export it again will prompt a warning asking you to confirm the re-export.
Behind the Scenes: What Data Is Sent
The system sends a comprehensive JSON payload to the external system’s configured API endpoint. You can find the technical documentation here. Exported data includes:
Estimate Details: ID, status, costs (print, finishing, postage, shipping, etc.).
Product Specifications: Size, pages, material, binding, cover, bleed, copies, etc.
Delivery Details: Address, method, ETA.
Customer Details: Name, contact, company.
Version Details: Support for single or multiple designs/versions per estimate, each inheriting the defined order-level specifications.
Additional Export Fields: All values you entered in the export modal, including Notes / Special Requests.
Current source IP addresses from which the Gelato webhook connection originates from:
IP’s:
52.208.20.96
54.217.100.76
54.73.83.151
Specific IP for US:
184.169.223.162