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How to Create/Convert an Estimate, Quote or Invoice
How to Create/Convert an Estimate, Quote or Invoice

Learn how to create estimates, quotes and invoices via the web portal and the app.

Patryk Hirny avatar
Written by Patryk Hirny
Updated over 2 months ago

Note: If you are needing to credit a customer or debtor, you will need to create a new invoice with a negative value or adjust an existing invoice by adding a line item with a negative value.

Website

  • Click the "Create New" tab in the top right corner of the screen.

  • Select Certificate, Quote or Invoice from the pop up

  • From the next pop up, select Estimate, Quote or Invoice

  • Search for the job you'd like to create the Invoice, Quote or Estimate for or select "New job" if you need to create a new one.

  • If you are selecting a job, please click on the "Search for Job" search bar and then select a job you'd like to use. Please note that you can search using job number, job address or customer name

  • If you are creating a new job, please click the "New Job" button. You'll then be asked to provide a customers name and a job address. You can use these field to search for customer or to create a new one

  • If creating a new customer or job address, you'll be prompted to fill out the customer or job address details. Once finished, please click "Save" and move onto next step.

  • After selecting or creating a customer and job address, your screen will look like the image below. Please click "Create" to be taken to the invoice, quote or estimate screen

  • From the screen above, please click on "Add Item" to create a new line item on the invoice. You'd need to do this for each line item you'd like to add

  • After clicking "Add Item" please fill out the line item description, amounts of units, price and VAT (please note this is set to 20% by default if VAT is enabled) and click "Save"

  • You can also use a line item templates to quickly use items you've created before. Click "Select Template" to select a template you've previously created or to select a new one. When creating a new template, please fill out all the details and click "Save" and press "Use Template" when you'd like to use one.

You can now decide to "Save" the record as a draft, or issue it, or issue and email it. Please click "Approve & Email" to send the record to the customer or press "Approve & Preview" to issue the record without sending (you can send it later if you'd like).

When the customer accepts the estimate/quote, you can then convert it to a quote/invoice.

App

  • Tap "New Estimate, Quote or Invoice"

  • Tap Invoice, Quote or Estimate.

  • Select the job you'd like to create the record for

  • Tap the "+" icon.

  • Fill in the details manually, or use a template

  • Repeat the above to add more line items.

  • Tap "Save" to save the record as a draft and tap "Home" return to the main menu or;

  • Tap "Approve" to issue the record and move on to the next screen.

  • After tapping "Approve", confirm that you want to finalise the record.

  • After clicking "Approve", please select "Email" to send the record or "Preview" to issue the record without sending

  • Confirm that the email details are correct and tap "Send".

Note: If you press the home button at this point, after syncing your device, the record will show as "Issued" rather than as a draft.

Converting a Estimate or Quote into an Invoice

Converting an Estimate to a Quote, or a Quote to an Invoice is easy, but cannot be reversed.

  • Find the Estimate/Quote you would like to convert and open it.

  • Click the "Convert Quote to Invoice" button.

    Confirm that you are happy to convert the record.

From here, you can edit, save, or issue the record in the normal way.

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