Converting Quotation to Order/Invoice

Converting Quotation to Order/Invoice

Once a customer accepts your sales quotation, you can easily convert it into a sales order or directly into a sales invoice. This feature saves time and ensures accuracy by transferring all quotation details automatically.

When to Convert a Quotation

Convert a quotation when:

• The customer has accepted your quotation
• You need to create a sales order to track the order fulfillment
• You're ready to create an invoice for immediate billing
• The quotation validity period is about to expire and the customer has confirmed

Converting Quotation to Sales Order

A sales order helps you track the order fulfillment process before creating an invoice.

Step 1: Open the Quotation

1. Navigate to Sales → Sales Quotation
2. Find and open the quotation you want to convert
3. Ensure the quotation status is appropriate for conversion (typically "Sent" or "Accepted")

Step 2: Convert to Order

1. Click the "Convert to Order" button (usually located at the top or bottom of the quotation)
2. Review the conversion details in the popup or confirmation dialog
3. Confirm the conversion

Step 3: Review the Created Order

After conversion:

• A new sales order will be created with all quotation details
• The order will have a new order number
• All items, prices, taxes, and terms will be copied from the quotation
• The quotation status may be updated to "Converted" or "Order Created"

Step 4: Complete the Order

You can now:

• Modify the order if needed (add/remove items, adjust quantities)
• Track order fulfillment
• Convert the order to an invoice when ready to bill

Converting Quotation Directly to Invoice

If you don't need an intermediate order, you can convert the quotation directly to an invoice.

Step 1: Open the Quotation

1. Go to Sales → Sales Quotation
2. Open the quotation you want to convert

Step 2: Convert to Invoice

1. Click the "Convert to Invoice" button
2. Review the conversion details
3. Confirm the conversion

Step 3: Review the Created Invoice

After conversion:

• A new sales invoice will be created with all quotation details
• The invoice will have a new invoice number
• All items, prices, taxes, discounts, and terms will be transferred
• The quotation status will be updated to reflect the conversion
• Stock will be updated if inventory tracking is enabled

Step 4: Process the Invoice

You can now:

• Review and modify the invoice if needed
• Send the invoice to the customer
• Record payments against the invoice
• Print or download the invoice as PDF

What Gets Transferred During Conversion?

When converting a quotation, the following information is automatically copied:

• Customer Details: All customer information
• Items: All products/services with quantities and prices
• Pricing: Unit prices, discounts, and additional charges
• Taxes: All tax calculations and tax rates
• Terms: Payment terms, delivery terms, and special conditions
• References: Reference numbers and notes

Modifying Converted Documents

After conversion, you can modify the created order or invoice:

• Add or remove items
• Adjust quantities and prices
• Modify discounts and charges
• Update terms and conditions
• Change dates and references

Note: Changes made to the order/invoice do not affect the original quotation.

Conversion Status Tracking

The quotation status helps you track its lifecycle:

• Draft: Quotation is being prepared
• Sent: Quotation has been sent to the customer
• Accepted: Customer has accepted the quotation
• Converted to Order: Quotation has been converted to a sales order
• Converted to Invoice: Quotation has been converted to an invoice
• Rejected: Customer has rejected the quotation
• Expired: Quotation validity period has expired

Best Practices

• Always review the converted document before finalizing
• Verify that all items and prices are correct
• Check that stock availability if converting to invoice with inventory tracking
• Update quotation status appropriately to maintain accurate records
• Keep the original quotation for reference and audit purposes
• Follow up on converted quotations to ensure customer satisfaction

Common Scenarios

Scenario 1: Standard Conversion Process

Quotation → Order → Invoice (for businesses that need to track fulfillment)

Scenario 2: Direct Billing

Quotation → Invoice (for immediate billing without order tracking)

Scenario 3: Partial Conversion

If a customer accepts only part of a quotation, you may need to:

• Create a new quotation with only accepted items
• Or modify the converted order/invoice to remove unaccepted items

Related Articles

Learn more about:

• Creating Sales Quotations
• Quotation Status Management
• Quotation Validity Period