Document workflow guide
How to turn an estimate or quote into an invoice
Converting a proposal into an invoice should preserve the approved job record while updating it to show the work actually completed and the balance now due.
Leer en español: Cómo convertir un presupuesto o cotización en factura
Preserve the source document
Keep the accepted estimate or quote and its approval with the job. Copying its customer, address and structured items saves time, but the invoice should remain a distinct record of completed work.
Reconcile proposed and completed work
Review every item before billing it. Update quantities, remove work not performed, replace allowances with actual selections and include only approved changes.
- Customer and service address
- Completed labor and materials
- Approved substitutions and change orders
- Work excluded or still incomplete
Apply deposits and earlier payments
Show deposits, progress payments, discounts and credits separately. The invoice total and remaining balance should reconcile with the approved work without charging the same amount twice.
Change the language from proposal to billing
An estimate or quote describes proposed work; an invoice records completed work and requests payment. Update dates, terms, descriptions and status so the customer is not asked to pay a document that still reads like a proposal.
Frequently asked questions
Should the invoice use the same number as the estimate?
Usually each document should have its own identifier while retaining a reference to the related estimate, quote or job.
Can the invoice total differ from the estimate?
It can when the estimate was projected and the actual approved work changed. Explain and document the difference. A quote should be handled according to its stated scope and terms.
What if some work is incomplete?
Do not silently present incomplete work as finished. Use progress billing if appropriate or leave it for a later invoice according to the agreement.
Create the invoice from the approved job record
Carry forward the customer and work, then reconcile actual items, credits and the final balance.
Create the invoice