Skip to content

Make a quote or invoice

Who can do this

Create Invoices to make or duplicate one, Edit Invoices to change its lines or convert a quote. Seeing them needs View Invoices.

Quotes and invoices are made on the client. Open the client, go to the Accounting tab and stay on Quotes/Invoices. The expand icon opens the tab in a wider panel, which is easier for long documents.

A client's Accounting tab in the wider panel: Quotes & Invoices with a filter, refresh and a green + button, and two invoices, each with its number, an Unpaid badge, dates, layout and a Paid tick

Make one

  1. Click the green +.

  2. For each line, pick what you're selling in Description. Start typing to search; each item shows its name and SKU. Picking one fills in its price and tax. Custom at the top of the list lets you type a line of your own.

    The new-document form with the Pricebook list open under Description: Custom at the top, then items such as 200A panel upgrade · ELE-PANEL and 50-gal gas water heater — supply & install · PLB-WH50

  3. Adjust Qty, Unit Cost and Tax % if you need to, and pick the tracking options (here Department and Region) if your account uses them. Add Row adds another line; the bin removes one.

  4. Check the details under the lines:
    • Expiry — a week from today unless you change it.
    • Layout — which layout set it's printed with.
    • Amounts are — Tax exclusive, Tax inclusive or No tax. It starts at the account's setting.
  5. Click Create Quote or Create Invoice.

A filled-in form: a 50-gal gas water heater at $1,895 and a drain clearing at $189, both at 10.25% tax, with Subtotal 2,084.00, Tax 213.61 and Total 2,297.61, Expiry 10/13/2026, Layout Neverland Home Services, Amounts are Tax exclusive, and Cancel, Create Quote and Create Invoice buttons

It's saved straight away with the account's next number. Nothing is sent to the client until you send it.

If your account doesn't use the Pricebook, Description lists your Standard Line Items instead. You can also build a quote from the Pricebook's full-screen view.

What you can do with one

Click the arrow on a quote or invoice to see its lines and the buttons for it.

An invoice opened in the client's Accounting tab: PDF, Payment Link, Duplicate, Send Email and Edit buttons, then its lines with code, quantity, unit cost, tax and amount, and Subtotal, Tax and Total

Button What it does
PDF Opens the PDF, as the client gets it.
Payment Link Copies the link where the client can pay online. See Payments.
Duplicate Starts a new document with the same lines.
Send Email Opens an email to the client with the PDF attached.
Convert to Invoice On a quote: turns it into an invoice.
Edit Changes the lines, layout, expiry or tax. Click Save when done.
Void Cancels it. See Void an invoice.

Click a document's number to copy it.

Send it by email

Send Email opens the email composer on the client, with the PDF attached and the subject filled in. Pick the recipients, write your message — or choose a template — and send.

The email composer with Recipients, CC, the subject Invoice 1104, a message box, and the INV1104 PDF attached

The email is kept with the client's other notes. To send documents without anyone pressing a button — for example, every new invoice — use an automation; see Accounting software.

Change one

Click Edit, change the lines and the details under them, and click Save. Every change is written to the client's notes — which lines changed, from what to what, and who changed it.

A void document can't be edited.

Turn a quote into an invoice

When the client accepts, click Convert to Invoice on the quote — in its client's Accounting tab, or under its number on the Accounting page. It keeps its lines and its number — QU1101 becomes INV1101 — and automations that react to a converted quote run, such as one that creates the invoice in Xero.

Marking a quote paid converts it too.