Quotes & converting them to invoices

Quotes get their own numbering (QUO-…) and a "Valid until" date instead of a due date — everything else works just like the invoice editor. Open Quotes from the sidebar and start a new one. You can build line items by hand, pull items in from your Products catalog with "Add from catalog", and set notes and terms that appear on the document.

A quote starts as a Draft and isn't numbered yet. When you're ready, finalize it — that locks in the QUO- number — or just hit Send, which finalizes it for you. Heads up: new quotes count against your monthly document allowance on the Free plan, and the Quotes page shows a "x/y this month" badge so you can see where you stand.

From the editor's right-hand tools bar, use Send to email the quote. The app finalizes the quote (assigning its QUO- number) if it hasn't been already, attaches the PDF, and includes a private link the client can open. The send dialog pre-fills the client's email and a subject line; you can edit the message before it goes out. Re-sending a finalized quote won't re-number it.

You can also use Download PDF to grab a copy yourself, or Schedule send to email it at a later time (scheduling is an automation feature available on paid plans). Sending moves the quote to the Sent status — which is the only status from which a client can respond.

The email link opens a clean, read-only public page showing the quote and its line items. While the quote is in the Sent status, the client sees an "Accept quote" button and a "Decline" button under a "Respond to this quote" heading. One click records their decision — no login required.

Once they respond, the buttons are replaced with a short status message: "You've accepted this quote," "You've declined this quote," "This quote has been converted to an invoice," or "This quote has expired." A quote can only be answered once, and only while it's still open (Sent).

Sometimes a client says yes over the phone or by email. You can record that outcome from the editor without waiting for them to click anything. While a quote is in the Sent status, the tools bar shows a Quote section with "Mark accepted" and "Mark declined". Marking it accepted moves the quote to the Accepted status; marking it declined moves it to Declined.

These mirror exactly what the client's buttons do, so the result is the same either way.

When a quote is Accepted (or still Sent), the tools bar shows "Convert to invoice". Converting copies the quote's client, line items, amounts, notes and terms into a brand-new draft invoice with a due date 30 days out, and marks the original quote as Converted. You land straight in the new invoice editor, where you can review and adjust before sending.

A couple of guardrails: you can't convert a quote that's still a Draft — finalize it first — and once a quote is Converted you can't convert it again. The quote itself stays on record with its Converted status so you always have the trail.

If you'd rather skip the manual step, the app can create the draft invoice the moment a quote is accepted. There are two switches for this.

Per quote: in the quote editor's Details card, the "Auto-convert when accepted" switch turns it on for that one quote. Workspace default: in Settings under the Quotes section, "Auto-convert accepted quotes" sets the default for every new quote — each quote can still override it. When a quote with auto-convert on is accepted (by the client or by you), it goes straight to Converted and the draft invoice is waiting for you.

Auto-convert is an automation feature, so it's available on Pro and Business plans. On Free and Starter the switches are disabled with an upgrade prompt, and even if a quote was flagged earlier, acceptance won't trigger a conversion unless the workspace currently has automation. Changing the workspace default in Settings is limited to owners and admins; members can still create and convert quotes manually.