Send a quote and turn it into an invoice
Make a quote, email it, let your customer accept it online, then turn it into an invoice with one click.
A quote tells a customer what a job will cost before you start. Your customer opens it from their email, and accepts or declines it online. When they accept, you turn it into an invoice with the same lines.
Go to Finances → Quotes.
Make a quote
- Click New quote.
- Under Customer, type the Name (1) and Email. Customers you've quoted or invoiced before are suggested as you type, and their details fill in. Add a company, tax number and address if you need them.
- Under Quote, check the Date and Valid until (2). Quotes are valid for 30 days by default (change it in Settings → Invoices and quotes).
- Add the lines (3): a Description, Qty and Price for each. Add a Discount % if you give one, and a Tax when you've set up taxes. Click Add a line for more. When Store is on, Add a product or service from Store… adds one of your products with its price.
- Under Notes, add your Terms if you like, for example the deposit and warranty.
- Click Save and email it, or Save as draft to finish it later.
The total updates while you type. The quote gets the next number, for example QUO-0001.
What your customer sees
The email has a button that opens the quote on your website, in your site's design. The page only opens with its long private link, and search engines never see it.
At the bottom, your customer:
- types their name in Your name (1);
- ticks I accept quote … (2);
- clicks Accept quote (3).
Or they open Decline this quote, write a note if they want, and click Decline quote.
You get an email either way. Accepting records the name typed, the date, the time and the version of the quote they accepted. It's a record of acceptance, not a legal e-signature.
Turn an accepted quote into an invoice
- Open the quote. It says who accepted it and when (1).
- Click Turn into an invoice (2).
A draft invoice opens with all the lines. Check it, then send it. The quote's status is now Turned into an invoice, with a link to the invoice. See Make and send an invoice.
Statuses
The list has a link for each status, with how many quotes it holds:
| Status | Means |
|---|---|
| Draft | Not sent yet. The customer can't open it. |
| Sent | Emailed or marked as sent. Viewed shows once the customer opened it. |
| Accepted / Declined | The customer answered online (or you marked it). |
| Expired | Sent, but past its Valid until date. |
| Invoiced | Turned into an invoice (the quote's status says Turned into an invoice). |
Other things you can do on a quote
- Change: change the lines or dates. If the customer already has the quote, this makes a new version; an accepted or declined quote goes back to Sent so they can look again.
- Copy the customer's link and Open the customer's page: send the link your own way, or see what they see.
- Download PDF: opens your browser's print window. Choose Save as PDF.
- Mark as sent: for a draft you'll share yourself (for example by text message).
- Copy as new: a new draft with the same customer and lines.
- Accepted or declined another way?: if the customer said yes on the phone, type who accepted and click Mark as accepted, or click Mark as declined.
- Email it again: sends the quote again, with your own message if you type one.
Two days before a sent quote expires, the customer gets a reminder email. You can turn it off in Settings → Emails.