A quote and an invoice are almost the same document wearing different hats, same client, same line items, same total, just a different purpose. Re-typing one to produce the other is the kind of busywork that invoicing software should have eliminated years ago. Here's how the loop works end to end in Chargd.
Why quotes and invoices should never be separate data entry
A quote proposes work before you're paid for it. An invoice bills for work you've done or are about to do. The moment a client accepts a quote, every line item on it is already correct, the price was agreed, so the invoice shouldn't start from a blank builder.
Step 1: Build and send the quote
Quotes use the same builder as invoices, with an expiry date instead of a due date. Add your line items, set an expiry, and click Send. Chargd generates the PDF and gives you the same email, download, or print options you'd use on an invoice.
Step 2: Record the client's decision
Once a quote is sent, its viewer page shows Mark accepted and Mark declined. This isn't just a status label, it's the gate that unlocks conversion, an invoice can only be created from a quote that's actually been accepted, so your books can't accidentally reflect unconfirmed work.
Step 3: Convert, don't rebuild
Click Convert to invoice on an accepted quote and Chargd clones every line item into a new draft invoice, linked back to the original quote. Nothing is re-typed:
| Field | Comes from |
|---|---|
| Client | Original quote |
| Line items, quantities, prices | Original quote |
| Tax rate | Original quote's rate, editable if it changed |
| Issue date | Today, editable |
| Due date | Your default payment terms |
Confirm the conversion dialog, adjust the due date if needed, and send the invoice like any other.
If the job changed slightly between quoting and doing the work, extra materials, a scope change, edit the converted draft before sending it. Conversion gives you a correct starting point, not a locked one.
What this saves you in practice
For a tradesperson quoting five jobs a week, re-typing each accepted quote into a new invoice is 15 to 20 minutes of line-item entry that adds nothing, the numbers were already right. Converting instead of rebuilding turns that into a single click and a due-date check.
Key takeaways
- Quotes and invoices share a builder, so there's no format mismatch to bridge.
- Conversion is gated behind Accepted status, so unconfirmed work can't slip into your invoice list.
- Everything clones except dates, which default sensibly and stay editable.
See the full flow, including filter states and PDF templates, in the quotes documentation.
