# Quotes

> Send sales quotes to customers and convert accepted quotes into invoices or a project — fully or partially.

Source: https://www.accountfun.com/docs/guides/quotes/

Quotes are offers you send to customers before they’ve agreed to pay. A quote **never touches your books** — it’s a non-posting document that exists only to be sent, accepted, and then converted into an [invoice](https://www.accountfun.com/docs/guides/invoices/) or a [project](https://www.accountfun.com/docs/guides/projects/).

## Create a quote

1. Go to **Quotes → New Quote**.
2. Set the **Customer**, **Currency**, **Issue Date**, and an optional **Expiry Date** (when the offer lapses).
3. Add line items exactly like an invoice — pick items to auto-fill, set **Qty, Price, Discount, Account, and Tax**.
4. Click **Create Draft Quote**.

A quote gets a sequential number with your org’s prefix (default `QUO-0001`).

No approval step

Quotes have no Approve workflow — they don’t post to the ledger, so there’s nothing to approve. You just draft, send, and wait.

## The quote workflow

```text
DRAFT ──Send──▶ SENT ──Accept──▶ ACCEPTED ──converted fully──▶ CLOSED
                 │                                                   │
                 └──Decline──▶ DECLINED        VOIDED ◀──Void───────┘
```

| Status       | Meaning                                                     |
| ------------ | ----------------------------------------------------------- |
| **Draft**    | Saved, not yet sent                                         |
| **Sent**     | Marked as sent to the customer (sets a *sent at* timestamp) |
| **Accepted** | Customer agreed — ready to convert                          |
| **Closed**   | Fully converted to invoices                                 |
| **Declined** | Customer passed                                             |
| **Voided**   | Cancelled                                                   |

**Send** marks the quote as sent to the customer. You can then [email it directly](https://www.accountfun.com/docs/guides/business-email/) from the quote, or deliver the **Print / PDF** copy yourself. **Accept** and **Decline** record the customer’s decision. A quote can’t be voided once some of it has already been converted.

## Convert a quote into an invoice

This is the whole point of a quote. On a **Sent** or **Accepted** quote with a remaining balance, click **Convert to Invoice**:

1. Each quote line shows **Original Qty · Already Invoiced · Remaining · Qty to Invoice**.
2. Edit the **Qty to Invoice** per line (clamped to what’s remaining; fully invoiced lines are greyed out).
3. Choose **Create Draft Invoice** or — if you can approve — **Create & Approve Invoice**.

You can convert **partially** (invoice part of the quote now, the rest later) or **fully** in one go. Each conversion records how much of the quote has been used; when the quote is fully converted it auto-moves to **Closed**.

Voiding an invoice reopens the quote

If you void an invoice that came from a quote, the quantity it consumed is released back to the quote. A Closed quote reopens to **Accepted** so you can re-convert if needed.

## Start a project from a quote

When an accepted quote is a larger job rather than a single invoice, turn it into a [project](https://www.accountfun.com/docs/guides/projects/) to track what you invoice, get paid and spend on it. On an **Accepted** quote, click **Start Project**:

* The quote’s **customer** and **currency** carry over, the project is named after the quote’s reference, and the quote’s total (excl. tax) becomes the project’s **contract value**.
* The project starts **Active**.
* Invoices already converted from the quote move into the project, and invoices you [convert](#convert-a-quote-into-an-invoice) later join it automatically.

Starting a project does **not** close the quote — keep converting it to invoices as the work is billed. To bill the job in stages (deposit, progress payments, final payment), add a [payment schedule](https://www.accountfun.com/docs/guides/payment-schedules/) to the project instead.

## Worked example: phased billing

You quote Acme Co a 3-phase project at $3,000 per phase ($9,000 total) as **QUO-0007**. They accept.

* **Month 1:** Convert QUO-0007, set *Qty to Invoice* = 1 on phase 1 only → invoice **INV-0014** for $3,000. Quote now 33% converted, status stays **Accepted**.
* **Month 2:** Convert again, phase 2 → **INV-0021**.
* **Month 3:** Convert the final phase → **INV-0028**. Quote is now fully converted and auto-moves to **Closed**.

You billed the same quote three times without re-keying any line items.