When a client accepts your quote, the invoice should match it exactly: the same line items, prices and tax, plus any variations the client agreed in writing. Here's how to convert one into the other cleanly.
Step by step
- Confirm acceptance in writing. Keep the client's "accepted" email or signed quote with the job file.
- Copy the line items. Use the same descriptions, quantities and rates. Clients compare the two documents.
- Add agreed variations as separate lines, each referencing the written approval (for example "Variation 1: extra socket, approved by email 12 Oct").
- Deduct deposits already paid, as a negative line: "Less deposit received 3 Oct: −£1,690".
- Change the document type and number. Invoices have their own sequence (INV-), and should reference the quote number (Q-).
- Add the invoice date, due date and payment details. A quote has a validity date; an invoice has a due date.
Quote versus invoice fields
| Field | Quote | Invoice |
|---|---|---|
| Number | Q-2026-031 | INV-2026-058 (ref. Q-2026-031) |
| Date field | Valid until | Due date |
| Purpose | Offer, not yet binding | Request for payment |
| Payment details | Deposit terms | Bank details or payment link |
Create the quote here, then build the matching invoice with the same details in our sister tool, GetInvoiceMaker. It's also free and needs no signup.