Invoicing · How-to
Make a quote and turn it into an invoice
Offer a price before you bill: make a quote, give it to the customer, record their answer and turn it into an invoice.
Start a quote
Open Invoicing and press “New quote”. It is the invoice form, with “Valid until” in place of the due date: until then, the price stands.
Fill it in
Choose the client in “Bill to”, add the lines, the tax and any discount exactly as on an invoice, and press “Create draft”. The quote gets its own number, QUO-0001 and so on, and while it is a draft “Edit” changes it.
Give it to the customer
Press “Send” on the quote. The email goes to the client’s address unless you type another one in “To”; add a short note in “Message (optional)” if you like, then press “Send quote”. The email says it is a quote, carries the PDF and the date it is valid until, and asks for no payment. The quote is marked Sent, and while it is, “Resend” sends it again. To send the file yourself instead, press “PDF” (on a phone, behind the ⋯ button). Sent by email, it reads as a quote, with its date of validity and no pay button, and the PDF attached.
Record their answer
Press “Accept” or “Decline” on the quote, and it shows Accepted or Declined. Once “Valid until” has passed, the quote shows Expired and is no longer resent — a new offer is a new quote with a new date. If the customer says yes a little late, you can still accept it.
Turn it into an invoice
Press “Turn into invoice”. Setvos makes a new draft invoice with the quote’s lines, marks the quote accepted and keeps it as it was; “Open the invoice” on the quote takes you there. The new invoice has no due date, so set one with “Edit”, then send it.
Common questions
- Where do I find my quotes?
In Invoicing, choose “Quotes” in the first filter, or search for the number, such as QUO-0007. With quotes listed, the status filter also offers Accepted, Declined and Expired.
- Does a sent quote count as money owed?
No. A quote is an offer, so it never turns overdue and is left out of the outstanding totals and the reports. The invoice you make from it counts.
- What if I press “Turn into invoice” twice?
You get one invoice. The second press finds the invoice the first one made.
- Can the customer sign the quote?
“Sign with Diia.Signature” on the quote gives the customer a link and a code to confirm in the Diia app on their phone. The signature is Diia’s; Setvos keeps the document as it was sent and the signature Diia returns. If signing is not connected yet, the window says so.
- Can I handle quotes on the phone?
Yes. Send a quote until it has expired, been accepted or been declined; Accept it, Decline it with a reason, or turn it into an invoice, which opens the new draft. With Diia.Signature connected, the phone shows a QR code to sign with Diia and updates by itself once it is signed; on the test connection it says the signatures are not legally binding.
Read next
Create and send an invoice
Make a draft invoice from your products or typed lines, check it, and email it to the customer as a PDF.
Change a draft invoice
Edit the client, dates, lines, tax and discount of an invoice that has not been sent yet.
Get an invoice paid
Send a payment link, record cash or a bank transfer, take a part payment and download the PDF from an invoice’s page.
Invoices: questions people ask
Short answers about editing, reminders, quotes, gateways, tax and deleting invoices.
More in Invoicing
Open in Setvos
Signed in? This article is also in the Help menu of the app.
Still stuck?
Tell us what you were trying to do — we answer in chat, in six languages. Write to us
Move your bookings off paper, WhatsApp and three spreadsheets.
Bring your clients, services and past visits in from a spreadsheet or your old system’s export, with a preview before anything is written — and help in chat, in six languages, whenever you want it. Most studios are live the same day.