Converting a quote to an invoice

When a customer accepts your quote, SynkriaOps lets you convert it to an invoice in a single click. All information is automatically carried over and the accounting entry in the VTE journal is generated without any manual input.

Prerequisites

• The quote must be in ACCEPTED status
• You must have the ACCOUNTANT or ADMIN role

Caution

A quote in DRAFT, SENT, REFUSED, or EXPIRED status cannot be converted. If your quote has expired, duplicate it, update the expiry date, and resend it.

Converting the quote

1. Access the accepted quote

   In the menu, go to Sales → Quotes. Filter by ACCEPTED status or search the quote by number (e.g. DEV-2026-000042).

   Click the quote to open its detail view.

2. Start the conversion

   On the quote detail page, click the Convert to invoice button.

   SynkriaOps automatically carries over:

   • The customer and their 411xxx sub-account
   • All lines (description, quantity, unit price excl. VAT)
   • VAT rates per line
   • Amounts excl. VAT, VAT, and incl. VAT
   • Payment terms and notes

3. Review the generated invoice

   The invoice opens in DRAFT mode with its automatically assigned number (e.g. FAC-2026-000078). Verify before validating:

   Element	Check
   Invoice number	Sequential non-reusable (FAC-2026-000XXX)
   Invoice date	Today’s date (editable before validation)
   Due date	Calculated based on payment terms
   Lines and amounts	Identical to the accepted quote
   Seller tax ID	Your unique identification number

   You can still edit the invoice at this stage (add a line, correct a price, add a note).

4. Validate the invoice

   Click Validate invoice. At this point, SynkriaOps:

   • Locks the invoice (no longer directly editable)
   • Automatically creates the entry in the VTE journal
   • Updates the original quote status to CONVERTED

   Example of generated entry (invoice 1,431,813 XAF incl. VAT):

   Account	Description	Debit	Credit
   411001	Customer SARL Optima	1,431,813 XAF
   706000	Services rendered		1,200,000 XAF
   44310	VAT collected		231,813 XAF

5. Send the invoice to the customer

   Once validated, click Send by email to transmit the PDF invoice with its authenticity QR code to the customer.

Special cases

Expired quote

An expired quote cannot be converted. The procedure is: 1. Open the expired quote → click Duplicate 2. Update the expiry date 3. Adjust prices if necessary 4. Resend to the customer for acceptance 5. Once accepted, convert normally

Refused quote

Same procedure as for an expired quote. Analyze the reasons for refusal before duplicating and renegotiating terms.

Modification after conversion

The generated invoice is in DRAFT until validated — you can still edit it. Once validated, the invoice is immutable. If a correction is needed, issue a credit note / reversal.

Automatic accounting entry

Converting a quote to a validated invoice always generates:

Account	Direction	Description
411xxx customer	Debit	Customer receivable (total incl. VAT)
70x sales	Credit	Revenue excl. VAT
44310 VAT collected	Credit	VAT on sales

The 411xxx sub-account is determined by the customer contact record. The 70x root depends on the type of sale (701 goods, 706 services, 707 other).

Tip

The matching of account 411xxx happens automatically when the payment is recorded. The invoice status then moves to PARTIALLY PAID or SETTLED depending on the amount received.

Further reading

• Creating a quote — draft and send a professional quote
• Creating a customer invoice — issue a direct invoice without a prior quote
• Validating and reversing an entry — correct a validated invoice with a credit note
• Matching accounts receivable/payable — reconcile payments and invoices