Create, Send, and Convert a Quote.
Full lifecycle of a quote in InvoiceScript, from creation to customer acceptance to invoice conversion.
Create, Send, and Convert a Quote
For: business owners who send estimates before starting work. What you need: at least one customer.
What a quote does
A quote is a non-binding price estimate. Your customer reviews it, accepts or declines, and you convert accepted quotes to invoices. Quotes do not appear in your financial KPIs (receivables, overdue, paid). They use their own numbering sequence, separate from invoices.
1. Create the quote
Go to Sales > Quotes and click New Quote.
The editor uses the same interface as invoices. Set the customer, currency, issue date, and validity date (the date the quote expires). Add line items with descriptions, quantities, prices, and tax rates. The totals panel updates as you edit.
Northwind Studio creates a quote for a new logo design: two line items (concept work and final delivery), each with 21% VAT. The validity date is 14 days from today.
Click Save draft. The quote saves without a document number.
2. Finalize
Click Finalize. InvoiceScript assigns a quote number from the Q sequence (for example, Q-2026-0001) and generates the PDF.
Once finalized, the quote number is permanent. It does not change if the customer declines or the quote expires.
3. Send to the customer
Click Send to email the quote. The PDF attaches to the email. InvoiceScript also generates a signed link your customer can visit to accept or decline.
You can copy the signed link from the quote detail page using the Copy signed link button. Share this link over any channel: email, chat, or a messaging app.
4. Customer accepts or declines
Your customer opens the signed link in their browser. No login is required. The page shows the quote details, line items, and totals.
To accept, the customer types their full name and clicks Accept quote. InvoiceScript records the name, timestamp, and IP address as a digital acceptance record. You can view this record on the quote detail page when you next open it.
To decline, the customer clicks Decline quote. InvoiceScript records the declined status. Check the quote detail page to see the updated status.
What happens when a quote expires?
If the validity date passes without a response, InvoiceScript marks the quote as expired the next time someone opens the signed link. Expired quotes cannot be accepted.
5. Convert to an invoice
When a customer accepts a quote, the quote detail page shows a Convert to invoice button. Click it to create a draft invoice.
InvoiceScript copies:
- All line items (descriptions, quantities, prices, discounts, tax rates)
- Currency, language, and notes
- PDF template override (if set)
- The quote number as the invoice reference
The resulting invoice starts as a draft. No invoice number is assigned until you finalize it. InvoiceScript does not copy customer or company snapshots: those are captured fresh when you finalize the invoice.
The quote status changes to Converted, and the quote detail page links to the new invoice. The invoice detail page links back to the source quote.
Quote statuses
| Status | Meaning |
|---|---|
| Draft | Saved but not assigned a number |
| Sent | Finalized and dispatched to the customer |
| Accepted | Customer accepted via signed link |
| Declined | Customer declined via signed link |
| Expired | Validity date passed without a response |
| Converted | Accepted and converted to an invoice |
| Cancelled | Voided by you after finalization |
Related pages
- Documents: how the document system works
- Quotes, Invoices, and Credit Notes: the relationship between document types
- Configure Numbering: set up the Q sequence for quotes
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