Quote to invoice: convert an accepted quotation in QuoteBill

Turn an accepted quote into a separate invoice draft in QuoteBill. Keep the original quotation, review dates and amounts, save, and prepare a PDF.

What changes when you convert a quote?

A quote describes proposed work and its price. An invoice requests payment for an agreed amount. In QuoteBill, converting a quote to an invoice creates a separate invoice draft and preserves the original quotation. It copies the document content, assigns a new invoice number, and keeps a reference to the source quotation. Conversion does not send the invoice or record a payment.

Start with the version your customer accepted. Confirm the billing contact, agreed scope, and whether this invoice covers a deposit, a milestone, or the whole job. Keep the acceptance email or other agreement with your project records.

1. Open and save the accepted quotation

Sign in and open the quotation from your workspace. Check the customer details, document number, quantities, unit prices, discounts, notes, and payment terms. If the quotation is only a device draft, use "Save to cloud", enter a recognizable document name, and confirm the save before continuing.

The message "Draft saved on this device" describes browser storage. It is different from "Saved to cloud". Saving the quotation to your account first makes the source easier to retrieve on another device.

2. Convert and review the new invoice

In the quotation editor toolbar, choose "Convert to invoice". On a narrow screen the visible label is "Invoice". The editor opens the new invoice draft with a new number and draft status. Your original quotation remains available.

QuoteBill removes the quotation validity date and initially sets the invoice due date to 30 days after conversion. That is a starting value: replace it with the agreed payment deadline. The issue date is copied from the quotation, so check it separately. Review the document name too, because a custom quotation name carries over.

3. Match the amount to the work being billed

For an illustrative website project, suppose the accepted quotation contains design at USD 600 and implementation at USD 900: a USD 1,500 subtotal before any applicable tax. If you are billing the complete agreed work, those two lines can carry across after review. These example amounts are not pricing recommendations or tax instructions.

If this invoice covers only a milestone, revise its lines and notes to explain that portion clearly. Reconcile any previous payments against your records; conversion does not deduct deposits or decide what remains payable. Check the country, currency, and tax settings for your transaction.

4. Save, preview, and prepare the PDF

Use "Save to cloud" for the new invoice and confirm the save succeeded. Review the preview, then choose "Print / PDF" and use your browser print dialog to save a PDF. Open the resulting file before sending it through your usual channel.

  • Check the new invoice number, customer, issue date, due date, and payment instructions.
  • Compare the invoice lines and total with the accepted quotation and any approved changes.
  • Inspect page breaks, long descriptions, company details, and the PDF filename.

Return to the original or import into an existing invoice

The linked invoice offers "Open original quotation". When the source is available, this opens it without undoing or deleting the invoice. If the source cannot be found, the editor can create a new quotation from the invoice; do not mistake that copy for the accepted original.

An existing invoice also offers "Import quotation" for quotations saved to your account. This replaces selected invoice fields, including customer, lines, notes, terms, and tax settings. It is a separate workflow: review the invoice dates, number, and other details afterward.

100 Free Invoice and Quotation Templates

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