Converting to Invoices

Once a client accepts, conversion turns the quote into a bill. Because estimates and invoices share the same line-item model, nothing is re-keyed — the conversion is exact.

When You Can Convert

You convert an accepted estimate. After a client approves, the estimate page shows an inline notice: "This estimate has been accepted by the client. Convert to Invoice to proceed."

Conversion is blocked for estimates that are declined or expired, and converting an already-converted estimate just returns the existing invoice rather than creating a duplicate.

How to Convert

Three ways, all admin-only (they require invoice-edit permission):

• Row action — Convert to Invoice on an accepted estimate in the list.
• Bulk action — select several accepted estimates and convert them together.
• From the accepted-estimate notice described above.

The result is a new draft invoice. It opens ready for you to review and send through the normal invoice flow.

What Carries Over

The new invoice is built from the estimate, copied field-for-field:

Carried over	Notes
Client	The estimate's client becomes the invoice's client
Line items	Copied exactly — descriptions, details, quantities, prices, taxable flags
Tax rate	Same rate
Discount	Same fixed discount
Currency	Same currency
Notes	The estimate's notes become the invoice's notes

The invoice's totals are recalculated and it's assigned the next invoice number. The related project is not carried over (invoices don't have a project field), and the new invoice starts as a Draft so you can adjust anything before sending.

The Two-Way Link

Conversion links the two records in both directions:

• The estimate records Converted To Invoice — pointing at the new invoice.
• The invoice records its source estimate — pointing back at the estimate.

In the estimate list, a converted row links straight to its invoice, so you can always trace a bill back to the quote it came from.

The Read-Only Lock

When an estimate converts, its status becomes Converted and it goes read-only. Any attempt to edit a converted estimate is rejected. This is deliberate: once a quote has become a bill, the two shouldn't drift apart. If something needs to change, edit the invoice (or clone the estimate to start a fresh quote).

Expiry

If a client never responds, the estimate doesn't sit open forever. A daily background job moves any Sent or Viewed estimate to Expired once its Valid Until date has passed, and logs the change. Expired estimates can't be converted — clone the estimate to issue a fresh quote with a new valid-until window.