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 or a project.

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

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 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 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 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 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.