From proposal to invoice in one click
The client said yes. Your quotation has been approved, and now it's time to get paid. In Officaid, converting an approved quotation to an invoice takes just one click. All your line items, pricing, and client details carry over automatically, saving you time and eliminating double-entry errors.
This is where your sales process meets your finance process. The journey from opportunity to revenue is complete.
The Deal → Quotation → Invoice Flow
Officaid is designed so that everything connects. When you convert a quotation to an invoice, you're completing a seamless workflow:
- Deal captures the opportunity and tracks it through your pipeline
- Quotation formalises your proposal with detailed pricing and terms
- Invoice requests payment for the agreed work
Each step links back to the previous one. From an invoice, you can trace back to the quotation it came from. From the quotation, you can see the deal it belongs to. This connected approach gives you a complete audit trail and makes it easy to find related records.
When Can You Convert?
Only Approved quotations can be converted to invoices. This ensures you're only invoicing for work that the client has confirmed they want.
If your quotation is in a different status, you'll need to move it to Approved first:
- Draft or Ready – Send the quotation to your client and wait for their confirmation
- Sent – Once the client accepts, click Mark As Approved
- Rejected – The client declined, so this quotation cannot be invoiced. Use Create Revision if they're open to negotiating.
- Expired – The validity period has passed. Use Create Revision to create a new quotation with fresh terms.
- Converted – This quotation has already been converted to an invoice.
The Convert To Invoice button only appears on quotations with Approved status.
How to Convert a Quotation
- 1 Open the quotation details page for an Approved quotation
- 2 Click the Convert To Invoice button in the action buttons area
- 3 Officaid creates a new invoice and takes you to the invoice page
That's it. The invoice is created instantly with all the quotation details carried over.
What Gets Transferred
When you convert a quotation, the following information is automatically copied to the new invoice:
- Client details including company name, address, and contact information
- All line items with descriptions, quantities, rates, and amounts
- Tax settings for each line item
- Discounts applied to the quotation
- Currency of the quotation
- Payment account if one was specified
- Note to client if one was included
The invoice total will match your quotation total, ensuring consistency between what you proposed and what you're billing.
The New Invoice
After conversion, you're taken directly to the new invoice page. The invoice is created in Draft status, giving you a chance to review and make any adjustments before sending.
The invoice page shows:
- Draft Invoice banner indicating the invoice hasn't been sent yet
- Amount Due matching your quotation total
- Due date based on your default payment terms
- Client name carried over from the quotation
- Invoice Activity showing "Created from quotation" with the date and user
The Invoice Activity log records that this invoice was created from a quotation, maintaining the audit trail between your sales and finance records.
After Conversion
Once the invoice is created, you can:
- Review the details to ensure everything is correct
- Approve the draft to finalise the invoice
- Edit the invoice if any adjustments are needed
- Send the invoice to your client for payment
The invoice follows its own workflow from here, separate from the quotation. You can track payments, send reminders, and manage the invoice through the Finance module.
What Happens to the Quotation
After conversion, the quotation status changes to Converted. A banner appears stating "This quotation has been converted to an invoice and is locked."
The converted quotation:
- Shows a View Invoice button so you can quickly navigate to the linked invoice
- Remains in your records for reference and audit purposes
- Cannot be edited as it's now a historical record
- Cannot be converted again since it's already linked to an invoice
- Shows in the Converted filter on the Quotations dashboard
The Quick Actions panel updates to show: View Invoice, Send Email, Download, and Deal Details.
You can still view and download the quotation PDF at any time. The record is preserved exactly as it was when the client approved it.
Viewing the Connection
The link between quotation and invoice works both ways:
From the quotation: Click View Invoice to go directly to the linked invoice. The Quotation Activity also shows "Quotation converted to invoice" with the date and user.
From the invoice: The Invoice Activity shows "Created from quotation" and you can navigate back to the original quotation.
This bidirectional link makes it easy to trace the history of any transaction, whether you start from the sales side or the finance side.
Making Adjustments
Sometimes the final invoice needs to differ slightly from the quotation. Common scenarios include:
- Adding or removing line items based on final scope
- Adjusting quantities if actual work differed from the estimate
- Updating the due date based on agreed payment terms
- Adding a deposit or partial payment structure
Since the invoice is created in Draft status, you can make any necessary changes before approving and sending it. The quotation record remains unchanged, preserving what was originally agreed.
One Quotation, One Invoice
Each quotation can only be converted to one invoice. Once converted, the quotation is locked and the Convert To Invoice button no longer appears.
If you need to create multiple invoices for a single project (for example, milestone billing or split payments), you have a few options:
- Create the first invoice from the quotation, then create additional invoices manually in the Finance module
- Create multiple quotations for the deal, one for each billing milestone, and convert each separately
- Edit the converted invoice to reflect the first payment amount, then create subsequent invoices manually
Frequently Asked Questions
No. Only Approved quotations can be converted to invoices. This ensures you're billing for work the client has confirmed. If your quotation is in another status, mark it as Approved first (for Sent quotations) or move it through the workflow until it reaches Approved.
No. Each quotation can only be converted once. After conversion, the status changes to Converted and the button is no longer available. If you need another invoice for the same client, create it directly in the Finance module.
The invoice is created in Draft status, so you can edit it freely before approving and sending. Make any necessary adjustments to line items, amounts, or dates, then approve the draft when ready.
No. The quotation and invoice are separate records after conversion. Changes to the invoice do not affect the quotation, and the quotation cannot be edited once converted. This preserves the original agreement as a historical record.
What's Next?
Now that you've converted your quotation to an invoice, explore these related articles:
- How to Create an Invoice to learn about invoice management
- Sending an Invoice to deliver invoices to clients
- Recording a Payment to mark invoices as paid