Convert a Quote Directly to an Invoice

What this guide covers

This guide explains how to convert an accepted quote directly into an invoice in JobsiteOn. You will learn the step-by-step process, what information carries over, and how to handle adjustments between the quoted amount and the final bill.

When to convert a quote to an invoice

Convert a quote to an invoice when:

• The customer has accepted the quote and you are ready to bill.
• The scope of work matches the quote and no job-level tracking is needed.
• You want the fastest path from proposal to billing.

Note: The recommended workflow for complex projects is Quote to Job to Invoice, which gives you job tracking and costing in between. Direct quote-to-invoice conversion is best for simple, one-time services.

Step-by-step conversion

1. Open the accepted quote

Navigate to the quote detail page at /quotes/[slug]. Confirm the status is Accepted.

2. Start the conversion

1. Click Create Invoice in the action bar.
2. A new invoice form opens with the following pre-filled:
   • Contact — Carried over from the quote.
   • Property — Carried over from the quote.
   • Line items — All quoted items with quantities and prices.
   • Tax configuration — Matched to the quote settings.
   • Quote reference — A link back to the originating quote.

Screenshot: The new invoice form with line items pre-filled from the quote, showing the quote reference link in the header.

3. Review and adjust

1. Review each line item to ensure it reflects the actual work performed.
2. Adjust quantities or prices if the scope changed after the quote was accepted.
3. Add any additional charges not included in the original quote.
4. Remove items that were not delivered.

4. Set payment terms

1. Set the due date based on your standard terms.
2. Add any payment instructions or notes.

5. Save and send

1. Click Save to save the invoice as a draft.
2. Preview the invoice PDF.
3. Click Send to deliver the invoice to the customer.

Screenshot: The invoice detail page showing the PDF preview with line items matching the original quote.

What carries over

From quote	To invoice
Contact	Contact
Property	Property
Line items	Line items
Quantities and prices	Quantities and prices
Tax configuration	Tax configuration
Quote reference	Quote reference link

Tip: Even though line items carry over, always review them before sending. The actual work may differ from the original estimate.

Handling scope changes

If the final work differed from the quote:

• Additional work — Add new line items to the invoice for work not in the original quote.
• Reduced scope — Remove or adjust line items that were not delivered.
• Price changes — Update unit prices if costs changed.

Include a note on the invoice explaining any differences from the original quote so the customer understands the variance.

Viewing the quote-invoice link

After conversion:

• The quote detail page shows a link to the generated invoice.
• The invoice detail page shows a link back to the originating quote.
• This bidirectional link provides full traceability from proposal to payment.

Best practices

• Convert promptly after the work is complete to maintain cash flow.
• Reference the quote number in the invoice notes for the customer's convenience.
• Review line items carefully before sending, even when they carry over automatically.
• Use the quote-to-invoice link during reconciliation to ensure all accepted proposals have been billed.

Related articles

• Create and Send Quotes
• Create and Manage Invoices
• Convert a Quote to a Job