Invoice Crowd turns an approved estimate into an invoice with every line, tax and client change already in place. Convert it yourself when you want to check it first, or let the invoice be raised the moment a client accepts, with a deposit to pay if you asked for one.
Choose how you convert
Both routes produce the same document. The difference is whether you want a moment to look the invoice over before it goes out, or would rather the billing start itself.
Pick the one your workflow needs
The approval comes in, you open the estimate and convert it when you are ready. Everything agreed is already on the invoice, so this is a review rather than a rebuild, which suits work that needs a final check or a payment term added before anything is sent.
Turn on automatic conversion and the invoice is created the moment the client approves. For work that starts the day it is agreed, the bill goes out as soon as the client says yes.
Nothing retyped
Items, quantities, rates, taxes, discounts and custom fields move onto the invoice as they were approved. If the client removed a line or changed a quantity before signing, the invoice reflects the version they agreed to rather than the one you originally sent.
A converted invoice is an ordinary invoice. Add a purchase order number, move a date, split the amount into a deposit and a balance, or attach a note before you send it. Conversion gives you a ready-made starting point.
Bill the moment they say yes
Billing straight from the approved document gets the invoice out sooner and keeps the figures consistent, because the invoice is built from exactly what was agreed.
When the client approves, you get a notification and an email. With automatic conversion on, the invoice is created from that estimate and emailed to the client straight away, then appears in your invoice list like any other, ready to track and follow through to payment.
Also included
Conversion is one step in a longer line. These are the parts of the account the document passes through before and after it.
Move between manual and automatic conversion whenever your workflow changes.
Manual and automatic conversion are both included in your subscription.
The approved estimate remains on record next to the invoice it produced.
Quantity changes a client made before signing arrive on the invoice exactly as agreed.
For work that repeats, put the invoice on a schedule instead of converting one each time. Recurring billing is included on paid plans.
Send the converted invoice with your online payment options ready for the client.
A converted invoice takes your business's late-fee and reminder defaults, like any invoice you raise by hand.
Clients see the estimate they approved and the invoice that followed it in one place.
For bigger pitches, send a proposal with e-signature and 70+ templates.
A converted invoice posts to the same accounts as one you raised by hand.
The currency you quoted in is the currency the invoice is raised in.
The new invoice keeps the estimate's design and language, retitled as an invoice. Change it on the Select Template tab if you need to.
Questions
Yes. Manual and automatic conversion are both part of your Invoice Crowd subscription, whichever plan you are on, with no charge per document converted.
Yes, whenever it suits you. Some businesses convert by hand while jobs are few and turn the automatic route on later; others run automatic conversion for retained clients and manual for one-off work.
Yes. Once it exists it behaves like any other invoice, so you can change a date, add a purchase order number, adjust a line, attach payment methods or split it into a deposit and a balance before it goes out.
You are notified and emailed when the client approves the estimate. With automatic conversion on, the new invoice is created at that moment, emailed to the client and listed in your invoices.
Their version is the one that gets billed. Lines they removed are left off, quantities they adjusted arrive as they set them, and the taxes and discounts recalculate on those figures, so the invoice total matches what they approved.
It stays on record as the agreed version of the deal, while the invoice carries on with its own number and due date. Editing the invoice later leaves what the client approved untouched.
Yes. Use Request Deposit on the estimate, and the client sees Accept and Pay with the deposit amount, or Accept, Pay Later. Accepting converts the estimate into an invoice and, if they chose to pay, takes them straight to the deposit payment. The estimate then reads Accepted and Invoiced with the new invoice number.
Convert an approved estimate when it suits you, or let the invoice raise itself the moment a client accepts. Either way, nothing is typed twice.
