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Create an estimate and convert to invoice

Build a quote with the same items and taxes as an invoice, share it, then convert to an invoice when the client approves.

Estimates list with a Draft estimate for Marcus Johnson

Estimates use the same building blocks as invoices — contact, line items, taxes, discounts, and signature — so you are not learning a second form. What differs is intent: an estimate quotes work (expiry / “Valid for … days”), then Convert turns an approved quote into a billable invoice.

Statuses you will see on the list: Draft, Sent, and Converted. Sent estimates can also show as expired when the validity window has passed.

1. Create an estimate

Edit Estimate with contact, number, validity, and line items

  1. Open the Estimates tab.
  2. Tap + to create a new estimate, or open an existing estimate to make edits.
  3. Add a contact, set the estimate number and dates, and add line items (catalog or new).
  4. Review Estimate Summary (subtotal, discount, tax, estimate total). Optionally leave Add Signature on.
  5. Tap Save.

Building the estimate matches Create an invoice for contact, items, unit, tax presets, and discount. Differences to expect:

  • Dates use an expiry / Valid for … days window instead of a payment due date.
  • There is no Payment Info or Stripe toggle on the estimate — payment belongs on the invoice after convert.
  • Bottom actions include Convert (and Mark Sent / Duplicate) instead of recording payments.

PDF template and colour come from Configure invoice defaults, the same as invoices.

2. Share the estimate

Send estimate options — web link, QR code, PDF, and email

  1. Open the estimate and tap Send on the bottom bar.
  2. Choose Web link, QR code, PDF, or Send email.

Estimates use the same share channels as invoices — step-by-step detail is in Share an invoice. After email succeeds, a Draft can move to Sent; for link, PDF, or QR, use Mark Sent when you have delivered it outside the app.

3. Convert to an invoice

Edit Estimate with Convert on the bottom bar

When the client approves:

  1. Open the estimate.
  2. Tap Convert on the bottom bar.
  3. Review the new invoice draft — line items and totals carry over. Adjust due date, payment info, or notes if needed.
  4. Save, then share the invoice and get paid.

The estimate moves to Converted (list shows “Converted to Invoice”). You do not retype the quote.

Tips

  • Filter and search from the Estimates tab the same way you manage invoices.
  • Duplicate an estimate when a similar quote is coming up again.
  • Prefer convert over rebuilding an invoice by hand so tax and discount stay consistent.
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