Confirm that the quotation is the accepted version
Check the quotation number, customer and approval status before conversion. If several drafts were discussed, make sure the final accepted document contains the intended scope, quantities, taxes, discounts and notes.
Keep the accepted quotation in the history. It remains useful evidence of what was proposed before billing began.
Convert instead of copying by hand
InvoiceXpress can convert the accepted quotation into an invoice while preserving customer and line-item information. This avoids retyping the same descriptions and reduces the chance that one document uses an outdated amount.
The private job gallery connection can also continue with the invoice, keeping project images near the customer and document record.
Review invoice-specific information
Set the invoice date and due terms that actually apply. Review the invoice number, purchase-order reference, payment instructions, recorded deposit or credit and the remaining amount.
If actual quantities differ from the estimate, update only what the customer agreement allows. Added or removed scope may require a separate accepted change rather than an unexplained invoice edit.
Preview and deliver the invoice
Use the document preview to inspect branding, customer information, page breaks, notes, attachments and totals. Then email immediately or on a schedule, or share the customer page using the device share sheet.
After delivery, use document activity, payment records and reminders to keep the invoice history current. Do not send continued reminders after the balance or document has been resolved.
This practical information is general and is not legal, accounting or tax advice. Review requirements that apply to your business and location.