Converting a quote to an invoice

Your customer said yes. By the end of this guide, you will know how to turn their quote into an invoice without re-entering anything, and what SynkriaOps records in the books on validation. The same procedure applies to a pro forma invoice.

When a quote can be converted

Quote status	Conversion
Pending	Possible from the list as long as the validity date has not passed
Accepted	Possible, from the quote or from the list
Expired	Not possible: extend the validity first
Refused	Not possible: duplicate the quote to make a new one
Invoiced	Already converted: the quote shows the link to the invoice

Conversion is reserved to the ADMIN, CFO and COMPTABLE roles.

Convert the quote

1. Open Sales → Quotes and click the quote. To find it, filter by Accepted status or search its number (for example DV-26-AA00042).

2. If the customer agreed, click Accept. The quote turns Accepted.

3. Click Convert to invoice. The New invoice (from quote) page opens, already filled in: customer, lines, quantities, prices, VAT rates, discounts and deposit taken from the quote.

4. Complete the due date. At this stage, only the due date, payment terms, commercial notes and withholding tax can be changed; the rest comes from the quote.

5. Click Finalize to validate the invoice, or Finalize & send to email it to the customer straight away. You can also Save as draft and validate later.

A line to change?

Lines taken from the quote cannot be edited on the invoice. To correct a price or add a line, click Edit the quote before converting: the quote and the invoice then stay identical.

On validation, the invoice gets its final number, the quote turns Invoiced and shows View invoice. The invoice, for its part, states which quote it comes from.

Insufficient stock

If a line carries a stock-tracked item and the quantity is not available, the invoice stays a draft. Nothing is lost: validate it as soon as the goods are in stock.

Handle special cases

Expired quote

On the quote, click Extend validity, choose a new date, have the quote accepted, then convert it.

Refused quote

Click Duplicate: a new quote takes the lines. Adjust the terms, send it, then convert it once accepted.

Invoice in stages

For a long project or assignment, open the accepted quote from the list and choose Invoice progress…. Each invoice takes all or part of the lines, with a percentage, and shows the amount already invoiced. For the last invoice, Invoice the balance takes what remains. When the contract grows, Create a supplement adds a quote linked to the first.

Error after validation

A validated invoice can no longer be edited. To correct it, issue a credit note.

Understand the entry generated

On validation, SynkriaOps posts the entry to the sales journal:

VT Invoice from quote, 1,431,813 XAF incl. VAT

Compte	Intitulé	Débit	Crédit
411001	Customer SARL Optima	1 431 813
706000	Services sold		1 200 000
4431	VAT invoiced		231 813
Totaux Écriture équilibrée		1 431 813	1 431 813 XAF

Account	Side	Amount
411 customer	Debit	Amount including VAT owed by the customer
70 sales	Credit	Amount excluding VAT
443 VAT invoiced	Credit	VAT collected, per your VAT settings

The customer account comes from the customer record. The sales account comes from the product: 701 for goods, 706 for services, 707 for ancillary income.

Tip

When the customer pays, record the receipt: account 411 is matched and the invoice turns Partially paid or Paid.

See also

• Create a quote: write and send a quote
• Create a pro forma invoice: price a financing file or an order
• Create a customer invoice: invoice without a prior quote
• Reconcile counterparty accounts: match payments and invoices