Converting Quote to Invoice

When your client has accepted a quote, you can convert it into an invoice with one click. All line items and details are transferred.

Prerequisites

• The quote must have the status Accepted
• You need permission to create invoices

Step-by-Step Guide

1. Open Quote

1. Go to Quotes
2. Open the accepted quote
3. Or search for it via Cmd+K

2. Convert to Invoice

1. Click on Convert to Invoice (top right)
2. A dialog appears with options

3. Choose Options

4. Create Invoice

1. Click on Create Invoice
2. The new invoice opens
3. Review and complete the details
4. Save the invoice

What Gets Transferred

The following is automatically transferred during conversion:

Partial Invoices

For larger projects, you can create partial invoices:

First Partial Invoice

1. Convert quote to invoice
2. Select Partial Invoice
3. Enter the percentage (e.g., 30%)
4. Or select specific line items

Further Partial Invoices

1. Open the quote again
2. Select Create Another Invoice
3. Choose the line items not yet invoiced

Final Invoice

1. Last conversion of the quote
2. The system shows already invoiced amounts
3. Only the remaining amount is invoiced

Linking

After conversion, the quote and invoice are linked:

Viewing in the Quote

A note appears in the quote:

Linked invoice: INV-2024-0042

Click on the invoice number to switch to the invoice.

Viewing in the Invoice

The invoice shows:

Based on quote: ANG-2024-0015

Common Scenarios

Price Change After Quote Acceptance

If prices have changed:

1. Convert the quote
2. Adjust the prices in the invoice
3. The quote remains unchanged as proof

Partial Service Delivery

1. Convert only the delivered line items
2. Create additional invoices when more services have been provided

Different Service Period

1. Specify the actual service period during conversion
2. Important for correct invoicing per §14 UStG

Cancellation

If the conversion needs to be reversed:

1. The invoice can be deleted while in draft status
2. The quote remains unchanged
3. A new conversion is possible

Important: Already sent invoices must be cancelled (not deleted) to ensure GoBD compliance.

Automation

Automatic Conversion

For recurring services, you can set up automatic invoices:

1. Create a quote with recurring line items
2. On acceptance: Select Recurring Invoice
3. Set the interval (monthly, quarterly, etc.)

Reminders

The system reminds you of:

• Accepted quotes that have not yet been invoiced
• Outstanding partial invoices

Best Practices

1. Act quickly - Invoice promptly after service delivery
2. Documentation - The link helps with follow-up questions
3. Review - Check the invoice before sending
4. Service date - Ensure the correct service date (Leistungsdatum)