Convert Accepted Quotes to Invoices in One Click

Your client accepted the quote. Congratulations! Now it's time to get paid. SemaQuote makes this transition seamless: one click converts your accepted quote into a ready-to-send invoice. All your line items, pricing, and client details transfer automatically, saving you time and eliminating re-entry errors.

In this guide, you'll learn when to convert, how to handle adjustments for actual work, and how to manage deposits and progress billing.

When Should You Convert?

There's no single right answer. Convert a quote to an invoice when it makes sense for your business:

• Right after acceptance to collect a deposit before starting work
• When work begins to invoice for initial materials or mobilization
• At project milestones for agreed-upon progress payments
• Upon completion to bill for the full amount or remaining balance

Many contractors invoice a deposit when the client accepts, then invoice the balance when the job is done. Others bill at multiple milestones for larger projects. SemaQuote supports all these approaches.

How to Convert a Quote

The process takes just a few seconds on either platform.

On the Web

1. Go to Quotes in the main menu
2. Find your accepted quote (use the Accepted filter if you have many quotes)
3. Click to open the quote
4. Click the Convert to Invoice button
5. Review the pre-filled invoice
6. Make any needed adjustments (more on this below)
7. Click Create Invoice

On Mobile

1. Open the Quotes tab
2. Tap on your accepted quote
3. Tap Convert to Invoice in the action menu
4. Review and adjust as needed
5. Tap Create Invoice

That's it. Your invoice is ready to send.

What Transfers Automatically

When you convert, the invoice inherits everything from the quote:

You get a complete invoice with everything in place. Just review, adjust if needed, and send.

Adjusting for Real-World Work

Quotes are estimates. Reality sometimes differs. Here's how to handle common adjustments.

Updating Quantities

If actual quantities differed from your estimate:

1. Find the line item in your new invoice
2. Change the quantity to reflect what actually happened
3. The line total and invoice total recalculate automatically

Example: Your quote estimated 300 sq ft of tile, but you only installed 285 sq ft. Update the quantity to 285 before sending the invoice.

Adding Work That Came Up

Jobs often expand beyond the original scope. To add new charges:

1. Click Add Line Item
2. Enter the additional work
3. Write a clear description so your client understands the charge

Pro tip: Consider adding "Added - not in original quote" to the description. This transparency helps prevent confusion and builds trust.

Removing Work That Didn't Happen

If some quoted work wasn't performed:

1. Click the delete icon on that line item
2. Confirm the removal
3. Consider adding a note explaining why (e.g., "Client decided against backsplash installation")

Changing Prices

Price changes should be rare since the quote represents an agreement. But sometimes adjustments are necessary:

• Correcting an error discovered after acceptance
• Reflecting an agreed-upon change order
• Accounting for material cost changes (with client approval)

Document any price changes in the invoice notes to keep a clear record.

Deposits and Progress Billing

You don't have to invoice the full quote amount at once. Here's how to handle partial billing.

Collecting a Deposit

1. Convert the quote to an invoice
2. Adjust line items to show only the deposit portion (e.g., change quantities or add a "Deposit - 50%" line)
3. Add a note like "Deposit for bathroom renovation project"
4. Send the deposit invoice

Progress Payments

For larger projects, you might bill at milestones:

1. Convert the quote to an invoice (you can do this multiple times)
2. Adjust for work completed in this phase
3. Reference the phase in your notes (e.g., "Phase 2: Rough plumbing and electrical")
4. Send to your client

The Final Invoice

1. Create one more invoice from the quote
2. Adjust to show only remaining work and balance due
3. Add a note like "Final invoice for [Project Name]"
4. Reference any previous payments received

Good to know: SemaQuote tracks that multiple invoices came from the same quote. This helps you avoid accidentally double-billing and keeps your records clear.

The Quote-Invoice Connection

After conversion, your quote and invoice stay linked:

• The quote's activity log shows "Converted to Invoice"
• The invoice shows "Created from Quote Q-XXXXXX"
• Both documents link to each other for easy reference
• The quote status stays Accepted (conversion doesn't change it)

You can convert the same quote to multiple invoices for deposits, progress payments, or final billing. SemaQuote maintains all the connections.

Invoice Defaults After Conversion

Your new invoice uses your account's default settings for:

• Due date: Typically 30 days from creation (you can change this)
• Payment terms: Whatever you've set in Settings
• Invoice number: Auto-generated in sequence (like INV-001234)

Review and adjust these before sending to make sure they're appropriate for this particular job.

Best Practices for Converting Quotes

Always Review Before Sending

Take a moment to verify:

• Quantities match actual work performed
• Prices are correct
• The due date makes sense for this client
• Notes include relevant context

Keep Notes Detailed and Helpful

Good invoice notes help clients connect the bill to the work:

• Reference the quote number
• Mention the project address
• Include the completion date
• Note any change orders

Set Appropriate Due Dates

Consider your relationship with the client and the project size. A trusted repeat customer might get Net 30. A new client on a large project might warrant Net 15 or a deposit requirement.

Track What Happens Next

After sending, monitor the invoice:

• Watch for status changes (Sent, Viewed, Paid)
• Send reminders if payment is late
• Record partial payments as they come in

What Happens After You Create the Invoice

Your new invoice starts in Draft status:

1. Review all the details
2. Click Send Invoice
3. Click send to deliver via email
4. Your client receives a notification with a portal link

In the client portal, your client can:

• View the invoice with all line items
• See the reference to the original quote
• Review payment options
• Pay online (if you've enabled payment processing)

Handling Common Scenarios

Client Wants Changes After Accepting

Talk through the changes with your client, then either:

• Create a change order (a new quote for additional work), or
• Adjust the invoice directly if your client agrees
• Document everything in the notes

Work Scope Was Reduced

1. Convert the quote to an invoice
2. Remove items that weren't performed
3. Adjust quantities for partial work
4. Add a note explaining the reduction
5. Consider calling your client before sending to explain the changes

Multiple Jobs from One Quote

If you're completing work in phases:

1. Create separate invoices for each phase
2. Label them clearly (e.g., "Phase 1 of 3: Site prep and demolition")
3. Track payments against each invoice
4. Reference the original quote in all invoices

Platform Comparison

Both platforms offer full conversion functionality with an interface designed for each device.

You're Ready to Get Paid

Converting quotes to invoices is one of the most satisfying moments in SemaQuote. It means you won the work, and now you're closing the loop. Take advantage of the automatic transfer to save time, make adjustments for real-world work, and get your invoice in front of your client quickly.

Want to learn more about invoicing? Check out these related guides:

• Creating invoices from scratch
• Sending invoices to clients
• Understanding quote statuses