Create an Invoice from a Quote

Who This Is For

Users who need to convert an approved quote into an invoice to request payment from customers.

What You'll Accomplish

By the end of this article, you will be able to:

• Create an invoice from an existing quote
• Understand when to create an invoice
• View the invoice and its details

Before You Start

Make sure you have:

• A quote that has been sent or approved
• The client_billing permission (or be the primary user)
• Invoicing enabled in your shop settings

When to Create an Invoice

Create an invoice when:

• The customer has approved your quote
• You're ready to request payment
• The quote status is Sent or Approved

Note: You typically create an invoice after the customer has agreed to the quote, but you can create one earlier if needed.

Step 1: Open the Quote

1. Navigate to Quotes > Sales Quotes
2. Find the quote you want to invoice
3. Click to open the quote editor

Step 2: Create the Invoice

1. Click Create Invoice in the top action bar (this button may also be labeled Invoice or appear in a dropdown menu)
2. Confirm the action if prompted

Step 3: Invoice is Generated

When you create an invoice:

• An invoice number is assigned (e.g., INV-0001)
• The quote status changes to Invoiced
• Invoice details are recorded (date, amount)

Step 4: View the Invoice

1. The invoice view opens automatically, OR
2. Navigate to Invoices in the sidebar
3. Find your invoice in the list
4. Click to view details

The invoice includes:

• Invoice number and date
• Due date (based on payment terms)
• All products and pricing from the quote
• Total amount due

Invoice vs Quote

Next Steps

After creating an invoice:

1. Generate an Invoice PDF
2. Email the invoice to your customer
3. Track payment status

Troubleshooting

Problem: Create Invoice button is missing

Cause: Quote status doesn't allow invoicing, or you lack permission.

Solution: Ensure quote is Sent or Approved. Verify you have billing permission.

Problem: Invoice number is wrong

Cause: Invoice numbering is automatic based on settings.

Solution: Invoice prefixes can be configured in Settings if needed.

Problem: Can't find the invoice after creation

Cause: Invoice is created but you're still viewing the quote.

Solution: Go to Invoices in the sidebar to see all invoices.