Convert a quote to an invoice

This guide shows you how to convert an accepted quote into an invoice. Turning a quote into an invoice saves you time and ensures your final bill matches the agreed-upon scope of work.

Before you start

• You need a quote that has an Accepted status. You cannot convert a quote that is still in Draft or Sent status.
• Your staff member role must have permission to create and manage invoices.

Convert your quote to an invoice

When a client accepts your quote, you can generate an invoice directly from it. This copies all the relevant details, which reduces manual entry and potential errors.

1. Navigate to Quotes from the main menu.
2. Find and open the accepted quote you want to invoice.
3. In the top right, select the Create Invoice button.
4. Choose the type of invoice you need to create.

Invoice Type	When to use it	What it includes
Quote Total	You are billing for the entire job at once, or creating the final bill.	All line items from the quote, for the full quoted amount.
Deposit	You require an upfront payment before starting work.	A single line item for a fixed amount or a percentage of the Quote Total.
Time & Materials	Your quote was an estimate and you bill based on actual work performed.	All unbilled time entries and expenses logged against the linked job.

1. If you select Deposit, you must enter a percentage or a fixed value. For example, enter 50% or a fixed amount like 500.
2. We generate a draft invoice based on your selection. Review it to ensure all details, line items, and amounts are correct.
3. You can save the invoice as a draft by selecting Save Draft, or you can approve and email it to the client immediately by selecting Approve & Send.

💡 Tip: You can also convert a quote from the job it is attached to. Navigate to Jobs, open the relevant job, and select the Billing tab. You will find the accepted quote there with an option to create an invoice.

Good to know

• After you create an invoice from a quote, the quote's status changes to Invoiced. This helps you track which quotes have already been billed.
• Converting a quote creates a new, separate invoice record. You can edit the draft invoice at any time without changing the original quote.
• If a client pays a deposit, we track the amount paid. When you create the final invoice for the full Quote Total, we automatically deduct any paid deposit from the final amount due.
• If your quote included optional line items that the client accepted, you will be prompted to confirm which ones to include on the invoice during the conversion process.

⚠️ Heads up: If you select the Time & Materials option, only time entries and costs that have not already been invoiced will be pulled onto the new invoice.

What's next

• Create and send a quote
• Edit an invoice
• Receive and record a payment