Once a customer approves a quote, you don’t need to re-key everything into a new invoice. Easy Invoice converts an approved quote to a draft invoice in one click and carries all the data with it.
What gets carried across
When you click Convert to Invoice, Easy Invoice copies:
- The customer in BILL TO (name, email, phone, address).
- Every line item (description, rate, quantity, per-line tax setting).
- The notes / footer text on the document.
- The currency setting.
What resets
To prevent stale dates:
- Invoice number — a new one is generated from your invoice sequence (for example
INV-0042). The quote number is recorded as a reference so you can trace which invoice came from which quote. - Date — set to today.
- Due Date — recalculated from your default terms (Net 7 / 14 / 30 / Custom).
Step 1 — Open the approved quote
On your Quotes board, open the quote the customer has approved.
Step 2 — Set status to Approved
Make sure the quote’s status group is Approved (otherwise the conversion action isn’t offered — this is by design to keep your Quotes board honest about which quotes are real opportunities and which have closed).
Step 3 — Convert to Invoice
Click Convert to Invoice in the toolbar. Easy Invoice creates the draft invoice and opens it. The original quote stays on the Quotes board untouched as a record.
Step 4 — Review and adjust
Glance over the invoice before sending it. The most common adjustments:
- The work scope has changed slightly between quote and delivery — update the line items.
- The customer has asked for a different invoice date or due date — adjust those fields.
- You want to add a payment instructions note or job reference — type into the notes field.
Step 5 — Send
Click PDF to download, or Link to publish a share URL.