Send an estimate and turn it into an invoice

Quote a price, let your client accept it online, then convert it into an invoice they can pay.

An estimate is a quote your client can review and accept online, without signing in. Accepting doesn't charge them. When they accept, you convert it to an invoice to collect payment.

Estimates are marked Beta. They work, but expect the screen to change a little.

Before you start

• Time: 10 minutes.
• The client is a contact, or you can add them as you go.
• Optional: products for the work you're quoting. See Add a product to sell.

Step 1: Create the estimate

1. Go to Payments > Estimates and click New Estimate (top right).
2. Under Customer Information, click Add Customer. Search by name or email and click your client, or click + New Customer to add someone new. Check Billed to in the Preview on the right.
3. Under Estimate Settings, check the Estimate Number, Issue Date and Expiry Date. They're filled in for you. Give the expiry date some room, because clients can't accept after it.
4. Under Add Products, click Add products. A new line appears:
   • Open the item dropdown (it says Custom item) and pick a product, or keep Custom item and type the Item name.
   • Set Price and Qty, and Add Tax if needed.
   • Add a short description for the client.
5. Repeat for each line. Turn on Enable Tax Automatically if you want tax worked out for you.
6. Add any Notes, such as what's included and how long the quote stands.
7. Check the Preview on the right, including the Amount Due.

Step 2: Send it

1. Click Save to keep a draft, or Send (top right) to send it to your client.
2. Your client opens the estimate from their email and can accept or decline it.

Step 3: Turn the accepted estimate into an invoice

1. Go back to Payments > Estimates.
2. Find the row whose Status is Accepted and click Convert.
3. Go to Payments > Invoices, open the new invoice and send it if it didn't go out on its own. See Send an invoice and record payments.

The cards at the top of Estimates track your Pipeline, Draft / Sent, Accepted and Invoiced totals.

Check it worked

• The estimate shows in the list with the status you expect.
• After you convert it, the Invoiced count goes up and the invoice appears under Invoices.

If something's off

• The client can't accept: check Expiry. An estimate past its expiry date shows Expired and can't be accepted. Create a fresh one.
• Accepted, but no invoice: click Convert on the accepted row.
• An invoice was created but the client never got it: open it under Invoices and use Resend Invoice from its ⋯ menu.
• You need a signature, not only approval: use a contract. See Send a contract or proposal for signature.
• The client wants changes after accepting: create a new estimate, so you keep a clean record of what they approved.