How to Create an Estimate, Quote or Invoice

How to Create/Convert an Estimate, Quote or Invoice

This article will talk you through the steps from beginning to end to create estimates, quotes and invoices on both the web portal and the apps.

Create an Estimate, Quote or Invoice

Website

There are multiple ways you can create estimates, quotes or invoices on the website.

The first way to create an estimate, quote or invoice is to click on the "Create New..." button while logged into the website. Along the right you will now see "Estimate", "Quote" and "Invoice"

Once you have clicked one of these, it will give you the option to create a new job, or attach it to an existing job. If you are unsure the difference, please click here and watch our quick video that explains when to use new job or when to use existing job.

Once you have selected either new job and gone through the process of creating a new job or existing job and selected the existing job, you will see the below screenshot. You are going to want to click in the area where the line item goes.

This will bring up a pop-out box where you can edit the quantity, description, unit price and VAT. Once you have edited these areas as you wish, click save and it will add it to the form. If you want to create more than one line item, you can click the new line that will appear under the one you have just filled out.

Note: While you are in the pop-out box entering the line items, you will see a button that says "Use Template". If you want to learn more about how to utilise this, click here.

Once you have filled in the form with all the lines you like, you can either click "Save" if you want to save the form as a draft; Click "Approve and Print" if you want to issue the form and print it out; or click "Approve and Email" if you want to issue the form and email it to the customer.

App

To create an estimate, quote or invoice on the app you will need to tap "New Estimate, Quote or Invoice" from the home screen. On the next screen you will want to choose which of the three you want create and tap it.

Once you have clicked one of these, it will give you the option to create a new job, or attach it to an existing job. If you are unsure the difference, please click here and watch our quick video that explains when to use new job or when to use existing job.

Once you have selected either new job and gone through the process of creating a new job or existing job and selected the existing job, it will show you the below screenshot. You are going to want to tap the "New Line Item" button in the top right as highlighted in the screenshot below

This will bring up a pop-out box where you can edit the quantity, description, unit price and VAT. Once you have edited these areas as you wish, click save and it will add it to the form. If you want to create more than one line item, you can click the "New Line Item" button again and follow the same process.

Once you have added all the line items you wish, you can either press "Save" which will save the form as a draft or "Issue" which will issue the form and take you to the next page to email it to the customer.

Note: You can also print from the app! Click here to find out how!

Converting a Estimate or Quote into an Invoice

To convert an Estimate into an Invoice you first have to convert it into a Quote. To do this you will first need to login to the website as you are unable to do this on the app.

Find the estimate that you would like to convert and then once you are looking at the below screenshot you will want to click the bottom in the bottom left that says "Convert Estimate to Quote"

You will then be asked to confirm you would like to do this action and you need to click "Yes.

This will convert the estimate to a quote and display the quote for you. If you are looking to convert the quote into an invoice, you will need to click the button in the bottom left that says "Convert Quote to Invoice" as shown below. This will once again ask you to confirm that you want to convert the form and you need to click "Yes". The invoice will then be created and presented in front of you.

You will notice that in the above screenshots of the quote and the estimate the buttons along the bottom are different. This is because the estimate has been issued whereas the quote has not and is still a draft. You will notice however that the Convert button is present if the form is a draft or if it is issued.

How to Edit or Delete an Invoice

How to Add or Remove a Payment for an Invoice

How to use New Line Templates on Invoices and Quotes

How Do I Print From the App?

When to Use New or Existing Job Video

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