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Quotes & invoices

Use Sales to prepare a quote for a customer's decision or an invoice to request payment. Creating a draft, sending it, accepting a quote, and receiving payment are separate steps.

Create a draft

  1. Open Sales and choose New quote or New invoice.
  2. Select an existing customer, or enter the Customer name and Email. Check the recipient and Currency before creating the draft. Company and phone details can also be included.
  3. For a quote, enter Quote expiry (optional now) if you know the date. You must set an expiry before sending.
  4. For an invoice, use New standalone invoice. Choose optional Payment terms from your store's available presets if appropriate.
  5. Select Create quote draft or Create invoice draft.

Nothing is sent to the customer when you create the draft. The document number is assigned when you first send it.

The visible From an existing order invoice option is not activated. It is not currently a usable way to invoice an existing order.

Add lines and check the price

On the draft's detail page:

  1. Select Add line.
  2. Choose the Category and enter Name, Quantity, and Unit price. Add a SKU or description when useful, then select Add line to save it.
  3. Repeat for the other charges. Use Add group if you want to organize lines together. To correct a line, choose Edit, change its details, and select Save line.
  4. Select Reprice and review the resulting lines, discounts, tax, shipping, and total before sending.

Line edits make the previous price calculation stale. Reprice after your last edit; Send stays unavailable until the draft has a current price calculation. Review the document's amounts rather than assuming that a named line or SKU has imported a catalog price.

For a quote without an expiry, use Quote details → Quote expiry → Save expiry. If a payment-term picker is available on the draft, choose the preset and select Save terms. Review the terms and any displayed due date on the document.

Send the document

  1. Confirm the recipient, lines, amounts, and quote expiry.
  2. Under Actions, select Send.
  3. Read the confirmation, then select Send again.
  4. Check that the document is Sent and review its numbered, frozen revision.
  5. If you need an alternate customer handoff, use Copy in the Customer action token panel before choosing Dismiss. The token is shown once. Use your store's supported customer flow to share it with the intended customer; the copied token is not itself a complete checkout URL.

Sending freezes the priced draft and queues the customer email. Sent means the document was issued; it does not confirm that the email reached the customer. Delivery can be delayed or fail independently of the document status.

The sent revision is no longer editable in this screen. The current Admin has no quote/invoice revise or resend control. If the issued document needs changing or its email cannot be found, contact support with its document number.

Record quote acceptance

A customer can use the quote's customer link to accept or decline it. Expiry closes the customer's acceptance window. If agreement requirements apply to quote acceptance, those requirements must be satisfied or explicitly waived before acceptance can proceed; see Agreements.

When the customer has agreed outside the customer link:

  1. Open the Sent quote.
  2. Select Accept on behalf.
  3. Enter the required reason, such as how the customer confirmed their decision.
  4. Select Accept, then check for Accepted status.

This records acceptance. It does not collect payment or automatically create an order. Invoices use a payment workflow; they do not have an Accept on behalf action.

Convert an accepted quote to an order

  1. Open the Accepted quote and select Convert to order.
  2. Enter the required reason and select Create order.
  3. Review the order that opens, including its accepted amounts and payment status.

The order carries the quote's accepted pricing rather than recalculating it. The quote becomes Converted and remains linked to that order. A later Open order action retrieves the same order; it does not create another one. Enter the required reason when opening it through that action.

Conversion does not take payment. Booking-managed quotes follow their booking workflow and do not offer this general Convert to order action.

Follow an invoice's payment

Sending an invoice requests payment; it does not mark the invoice paid. Where online invoice payment is available and the store's payment account is ready, the customer can pay the outstanding balance through the customer link.

Check the invoice's Payment, recorded transactions, and Balance Due after payment. If money was received outside cartonium, follow Payments & refunds to record it. An agreement signature or quote acceptance is not a payment record.

Withdraw a quote or invoice

Cancel document is available before acceptance, on Draft or Sent documents. Void applies to issued Sent or Accepted documents. Enter a reason, confirm the action, and check the resulting status. The available controls depend on the document's source and current state; the server can refuse an action when the document has moved or payment restrictions apply.

Withdrawing a document does not itself refund a payment. Use the separate payment or refund workflow for money already received.

Who can do this

Owners and Admins can manage quotes and invoices. Staff need the Quotes permission group for quote work, including accepting on behalf and conversion, or Invoices for invoice work. Recording manual payments or refunds also requires Manual payments and access to the relevant document type.

Agreement administration uses the separate Contracts permission group. See Team & permissions.

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