From estimate to paid invoice: the office guide

1. Quote the work#

1. Go to Estimates and click New Estimate. If you are already on the job, use Create quote in the Quote & invoice card instead.
2. Pick the Customer and, if you know it, the Service Location. Tax is worked out from the location.
3. Under Line Items, click Add Item for each line. Turn on Optional add-on for anything the customer can choose to include.
4. Click Create Estimate. It is saved as a draft.
5. Open the estimate and click Send to Customer. Choose Email, Text message or both, then click Send quote.

The customer opens the link, picks any add-ons, and clicks Accept & sign. Typing their full name is the signature. The estimate then shows Accepted.

2. Turn the approved estimate into a job#

1. Open the accepted estimate and click Convert to Job.
2. In Schedule this job, set the Start and Duration, or click Convert without a time to schedule it later.
3. Assign a technician from the job or the dispatch board. See Dispatch a job.

3. Invoice when the work is done#

Invoicing from a job unlocks once the job is completed. Until then the job shows "Invoicing unlocks once the job is completed."

1. Open the accepted estimate and click Create Invoice. Ormi copies the customer, location, discount and the approved lines. Or, from the completed job, click Create invoice.
2. Check the Due Date. It is filled in from your payment terms.
3. Click Send invoice, confirm the To address, leave Include payment link on, and click Send Invoice.

4. Get paid#

• If the customer pays online, the invoice updates to Paid or Partially Paid by itself. See How customers pay an invoice online.
• If they paid cash or by check, see Record a payment.
• If the invoice goes overdue, see Chase an unpaid invoice.

What if this fails?

"Resolve the preflight checks before sending."

Open the invoice and look at Preflight checks. Each item (Customer contact, Line items, Totals, Payment processing, Status eligible) must pass. The usual cause is a customer with no email address, or payments not set up.

Create Invoice says the quote has multiple options.

Mark which option the customer approved on the estimate first, then create the invoice.

The estimate was sent but the toast said delivery could not be confirmed.

Open the estimate activity before sending again, so the customer does not get two copies.

Related tasks

• Create and send an estimateEstimates, invoices and payments
• Create and send an invoiceEstimates, invoices and payments
• Record a cash, check or card paymentEstimates, invoices and payments