There are 2 methods to convert a quote to an invoice.
Method 1: You send the quote to your client and they click the Approve Quote button. This automatically converts the quote to an invoice. You can read about that at Client Accepts Quote
Method 2: You can convert a quote to an invoice yourself. This is useful if the client has given approval over the phone, via email or some other method. This is what we will look at here.
When to Convert
- Client has approved and accepted the quote
- You’re ready to request payment
- Work is about to begin or has been completed
- You want to keep a record of what was quoted vs. invoiced
What Happens When You Convert
Preserved Information
Everything transfers from the quote to the invoice:
- All line items (products/services)
- Quantities and prices
- Client information
- All notes and special terms
- Total amount
What Changes
- Quote: The quote remains in your Quotes list, but it is marked as Accepted and becomes uneditable
- Invoice Number: Gets assigned a new, unique invoice number
- Status: Invoice is set to “Draft” (ready for you to customize and send)
- Due Date: Now uses a due date instead of “valid until”
Step-by-Step Instructions
Step 1: Find the Quote
- Go to “Quotes” from the main menu
- Find the quote you want to convert
- Click on it to open it
Step 2: Click “Convert to Invoice”
- Look for the “Convert to Invoice” button
- Click it
Step 3: Confirm the Conversion
- You will see a confirmation popup
- Click the “Convert to Invoice” to proceed
- The conversion happens instantly
Step 4: Invoice is Created
After conversion:
- You’ll be taken to the new invoice
- It shows all the same details as the quote did
- A new invoice number has been assigned
- Status is set to “Draft”
- A success message confirms the conversion
Customizing After Conversion
You Can Now Adjust
Before sending the invoice, you may want to customize:
- Due Date: Set the payment deadline (replace the old “valid until” date)
- Status: Change to “Outstanding” if preferred
- Any other invoice details
After Conversion
Next Steps
- Review the converted invoice to ensure everything is correct
- Make any final adjustments
- Send it to the client via email
- You can also download a PDF or share the payment link
What About the Original Quote?
- The quote remains in your system as a reference
- It shows the original proposal
- You can still view it anytime
- It’s automatically marked as “Accepted” so you know
Common Questions
Can I Convert a Quote Multiple Times?
No. A quote can only be converted once. If you need to make changes after converting, edit the invoice instead.
What If I Need to Change the Invoice After Converting?
No problem! Open the newly created invoice and edit it like any other invoice. Save your changes and send.
Can I Go Back to a Quote After Converting?
You can only view the quote. It is marked as Accepted and is no longer editable.
