Proposals and invoices work best as one connected record. With Invoice Crowd, you can connect proposals, estimates, invoices, payments and financial records in one workspace. The checklist below applies whichever system you use.
Define the handoff
Decide which event makes a proposal ready for billing. That may be acceptance, a completed milestone or another agreed condition. Preserve the proposal reference, selected options, customer details and currency.
Check the invoice before sending
- The accepted scope matches the invoice description.
- Optional items reflect the customer’s selection.
- Deposits and earlier invoices are accounted for.
- Tax, currency and payment terms are appropriate.
- The billing contact and any purchase-order reference are present.
Approval of a proposal does not mean every amount is immediately due. The billing schedule still controls when an invoice should be sent.
Handle changes and retries
Keep the accepted proposal version available when work changes. Record a revised agreement or change order instead of editing the history silently. If a connected system sends the same request twice, use a source reference so it cannot create a duplicate invoice.
Test one complete project
Create a proposal with an optional item and a deposit. Accept the chosen option, prepare the first invoice and record a partial payment. Confirm that the remaining balance and the later invoice agree with the contract.
Our proposal builder and invoicing tools keep these records within Invoice Crowd. Where an external system is involved, check what the connection can do and assign someone to review any failed requests.
