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🔄 Converting an Estimate to Invoice

When a customer accepts your estimate, you can convert it directly into a tax invoice with a single action — all line items, pricing, and details are carried over automatically.

✅ Prerequisites for Conversion​

An estimate can only be converted to an invoice when it is in Accepted status.

StatusCan Convert?
Draft❌ No — send and get approval first
Sent❌ No — wait for customer acceptance
Accepted✅ Yes — ready to convert
Rejected❌ No
Expired❌ No
ConvertedToInvoice / "Invoice Generated"❌ No — already converted
tip

If a customer accepts verbally or via message (not through the system), manually change the estimate status to Accepted first, then proceed with conversion.

🔄 Steps to Convert​

  1. Open the estimate with Accepted status
  2. Click the "Convert to Invoice" button
  3. A new invoice is created and opened automatically
  4. Review the generated invoice — verify dates, tax rates, and customer details
  5. Set the invoiceDate and dueDate on the invoice
  6. Save the invoice
info

The "Convert to Invoice" button is only visible when the estimate status is Accepted. It disappears permanently once the estimate has been converted.

📋 What Gets Carried Over​

FieldCopied from Estimate?
Customer name✅ Yes
Customer email and phone✅ Yes
All line items (product, qty, rate, discount, tax)✅ Yes
shippingCharges✅ Yes
notes✅ Yes
termsAndConditions✅ Yes
Subtotal, taxes, and total calculation✅ Recalculated from line items
Estimate number❌ No — new invoice number assigned
estimateDate and validUntil❌ No — set new invoiceDate and dueDate
Estimate status❌ No — invoice starts as Draft

🔗 Estimate & Invoice Link​

After conversion:

  • The estimate status changes to ConvertedToInvoice (displayed as "Invoice Generated")
  • The estimate stores the convertedInvoiceId — a link to the generated invoice
  • You can navigate from the estimate to the invoice using this link
warning

Each estimate can only be converted once. Once converted, the estimate is permanently locked in "Invoice Generated" status. To issue another invoice for the same customer:

  • Create a new estimate and get it approved, or
  • Create a new invoice manually

✍️ After Conversion — What to Do Next​

  1. Open the generated invoice (navigate via the link on the estimate)
  2. Set the invoice date to today (or the actual billing date)
  3. Set the due date based on your payment terms
  4. Review tax rates — confirm GST/tax slabs are correct for each item
  5. Change status to "Sent" when ready to send to the customer
  6. Share the invoice PDF with the customer
tip

The generated invoice starts in Draft status, giving you a chance to review everything before sending. Never send an invoice without reviewing the amounts, dates, and tax calculations.

📊 Before vs. After Conversion​

EstimateGenerated Invoice
NumberEST-0001INV-0052 (auto-assigned)
StatusInvoice GeneratedDraft → Sent → Paid
DatesEstimate date + Valid untilInvoice date + Due date
PurposeQuotation — non-bindingLegal billing document
ActionWaiting for approvalAwaiting payment

❓ Common Scenarios​

Customer accepted but wants changes​

  1. Do not convert the original estimate yet
  2. Create a new estimate (or duplicate the original)
  3. Make the requested changes
  4. Get the new estimate accepted
  5. Convert the revised accepted estimate to invoice

Need to issue invoice quickly after verbal acceptance​

  1. Open the estimate
  2. Change status to Accepted and save
  3. Immediately click "Convert to Invoice"
  4. On the invoice, set today as the invoice date
  5. Send the invoice

Customer accepted part of the estimate​

  1. Do not convert the original estimate
  2. Create a new estimate with only the accepted items
  3. Get it accepted
  4. Convert the partial-scope estimate to an invoice

📂 Related Topics​