Convert a quote to an invoice

Turn an approved quote into an invoice in one step, then keep editing it, send it, or collect payment right away.

In the sidebar, open Sales & Billing, then Quotes. The page address is /quotes.

Before you start

The quote has to be approved before it can become an invoice. There are two ways to get there:

• The customer approves it from the secure link you sent. See Send a quote. The status chip then reads Approved.
• The customer said yes by phone, by text or in person. Open the quote's actions menu and choose Mark approved. Nova asks you to confirm; add an Approval note if you like, then press Mark approved again. See Record a customer's yes or no on a quote.

If you already know you want the invoice, choose Mark approved and create invoice instead and confirm. Nova records the approval, creates the invoice and opens it, so you can skip the steps below.

Steps

1. Open the approved quote from the Quotes list.
2. Open the actions menu and choose Convert to invoice. The Convert accepted quote to invoice window opens.
3. Choose what should happen once the invoice exists. The window offers three cards:
   • Convert only creates the invoice and opens it so you can keep editing.
   • Convert and review/send creates it and opens the send screen.
   • Convert and collect payment creates it and opens the payment window.
4. Check the invoice details Nova shows, such as the due date.
5. Press the button at the bottom. It reads Convert to invoice, Create invoice and review/send or Create invoice and collect payment, to match the card you picked.

What you see

• Nova opens the new invoice, the send screen, or the payment window, depending on what you chose.
• Back on the quote, the status chip reads Invoice created, and a card near the top links to the converted invoice.
• The invoice carries the approved lines over and always starts as a Draft. With Convert and collect payment, it stops being a draft the moment the first payment is recorded or the card form starts; closing the payment window without collecting leaves it a draft. See Record a payment.

If something looks different

• Convert to invoice is missing: the quote is not approved yet, or your role cannot convert quotes or create invoices. Approve it first, or ask your admin.
• The window says the quote already created an invoice: open the linked invoice from the card on the quote instead of creating another one.
• The window says only the latest version can convert: you are looking at an older revision. Open the latest version of the quote.
• Convert and collect payment is greyed out: your role cannot collect payments. Pick Convert only and collect the payment later.