The approval is the signal to bill. Convert the estimate yourself when you want to check it first, or let Invoice Crowd raise the invoice the moment a client accepts, with every line, tax and change already in place.
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.
Leave conversion to run on its own and the invoice is waiting without anyone touching it. For work that starts the day it is agreed, this removes the gap between a client saying yes and the bill going out, along with the reminder you would otherwise have to set yourself.
Nothing retyped
Items, quantities, rates, taxes, discounts and custom fields move onto the invoice as they were approved. If the client declined an optional extra 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 starting point, not a document you are locked out of.
No dead time after a yes
The stretch between a client approving and an invoice arriving is where revenue quietly slips. Billing straight from the approved document keeps that stretch short and keeps the figures consistent, because the invoice is built from what was agreed rather than from someone's memory of it.
When an estimate converts on its own, a notification tells you the invoice exists, so an automated step never becomes an invisible one. The invoice then appears in your list like any other, ready to send, 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. Nothing is locked in.
Both manual and automatic conversion are part of your subscription rather than a paid add-on.
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.
Send the converted invoice with the payment options supported and enabled for that document.
Use configured reminder and late-fee rules where the invoice and current plan support them.
Clients see the estimate they approved and the invoice that followed it in one place.
When an estimate is not enough, send a proposal with e-signature and 40+ 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 picks up the template and branding your business profile already uses.
Questions
No. Manual and automatic conversion are both part of your Invoice Crowd subscription, whichever plan you are on. Choosing the automatic route does not move you to a different tier and does not add a charge for each 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. The setting follows your workflow rather than fixing it.
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.
A notification tells you the conversion has happened, and the new invoice appears in your invoice list. Automatic conversion is meant to remove a task, not to leave you guessing about the state of a client's paperwork.
Their version is the one that gets billed. client-removable lines they declined 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.
No. The approved estimate 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 does not rewrite what the client originally approved.
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.
