When a client decides to proceed with an estimate, you can easily convert it into an invoice. This conversion can be tailored to invoice for the entire estimate, specific items, and services, or include fulfillment.
Step 1: Navigate to Income
->Estimates
To access your list of estimates.
Step 2: In the Estimates table, find and select the record of the estimate you want to convert and select it.
Step 3: On the right side of the table, click the three dots option and choose Convert to Invoice from the dropdown menu.
Step 4: You’ll see fields for Quote Date and Invoice Date (defaulting to today’s date, but feel free to adjust if necessary).
Step 5: Select your preferred conversion type:
A. Fulfill and Convert
Choose Convert to Invoice with Fulfillment to create an invoice that also fulfills the items in the estimate, all in one easy step.
Best For: Orders that are ready to be shipped or completed upon invoicing.
B. Convert Fully
Select Convert to Invoice Fully to generate an invoice for the entire estimate.
Quick Tip: This is ideal when the client agrees to everything in the estimate without needing adjustments.
C. Convert Partially
Choose Convert to Invoice Partially to bill only for specific items or quantities within the estimate.
Friendly Reminder: Let your client know about partial invoices to avoid any confusion regarding remaining items or services.
Adding and Reviewing Invoice Details
Step 7: Enter Convert Invoice Information
🟩 Tip: Double-check that the date is accurate, as it affects payment terms and budgeting report.
Step 8: Add Item Details
Enter each item or service provided, along with quantities, rates, and applicable taxes.
🔶Note: You can add a track category to the invoice to monitor this transaction within specific budget categories. This helps with budgeting, allowing you to easily track expenses or income related to different projects, departments, or goals.
Step 9: Add Attachments and Review Summary
You can attach relevant documents (e.g., contracts, and work orders) to the invoice.
Review the summary total of the invoice to ensure everything is correct.
Step 10: Save Convert Invoice
Save: If everything is correct, save the converted invoice to finalize.
🔶Note: Once converted, the estimate will move from the Expenses page to the Invoice page with a status of “Pending.”
Now that your estimate has been converted to an invoice, it’s time to send it off. Learn how to generate and send your invoice via email or print in our next guide.