Convert a quote, estimate or proforma to an invoice
When a customer is ready to go ahead, you turn your quote, estimate or proforma invoice into a real invoice. Convert creates a draft invoice that copies the lines across and keeps a link back to the document it came from. You then issue that invoice as normal.
Before you begin
You can convert a document that is Sent or Accepted (a proforma can be converted once it is Sent). Each document can be converted once.
Steps
- Open the document from Sales → Quotes, Estimates or Proforma Invoices.
- In the Actions panel, select Convert to Invoice.
- You're taken straight to the new draft invoice, ready to review.
- Check the invoice, make any final changes, then issue it — see Approve and issue an invoice.
[Screenshot required: Document details page showing the Convert to Invoice action]
What happens next
- A new draft invoice is created, copying the customer, currency, lines, notes and the Amounts are entry mode from the source document — a tax-inclusive document's gross prices stay gross on the invoice, so its totals match what the customer accepted.
- The invoice shows a reference back to the source (for example, the quote number it came from), and the source document links forward to the invoice.
- The source document's status changes to Converted — this is final, and it can't be converted again or revised.
Note: Converting does not affect your accounts. The sale is only recorded when you issue the resulting invoice — that's the step that posts to your ledger and VAT. Until then the draft invoice can be freely edited or deleted.
Important notes
- One conversion per document. If a document has already been converted, the Convert to Invoice button won't appear, and trying again tells you it has already been converted.
- Converting is a full copy, not part-billing. All the lines come across into a single invoice. If you need to bill in stages, edit the draft invoice after converting.
- For a proforma invoice where you're taking payment straight away, use Record a payment on a proforma invoice instead — it converts, issues the invoice and takes you to record the payment in one guided flow.