Process · Estimate to invoice

Estimate to invoice

Carry the customer’s accepted scope, prices and tax treatment into a supported invoice.

Step by step

Client and item setup Bookkeeper

Check customer identity, billing terms and reusable item descriptions; preserve source identifiers when importing existing customers.
- Updates Clients, Items
Estimate acceptance Client

Approve or decline the exact unexpired estimate through its signed recipient link. Owner / Admin or Bookkeeper recording an offline decision retains customer evidence against the exact sent offer; Assistant cannot record that decision. Accepted terms remain sealed, and later changes need a new linked estimate.
- Updates Estimates, Estimate lines
ApprovalA person approves before the work moves on.
Invoice preparation Bookkeeper

Create a draft directly, from an accepted estimate or from a uniquely identified recurring occurrence. Reserve billable work atomically so it cannot be charged twice.
- Updates Invoices, Invoice lines, Expenses, Time entries
Invoice issue Assistant

Validate scoped authority and freeze the issued lines, tax calculation and PDF before sending. Delivery attempts and hosted checkout creation retain the same invoice identity.
- Updates Invoices, Invoice lines, Payment links

What Invoicing & Billing System enforces at each step.

Accept only the current, unexpired offer from the intended customer; retain evidence for an authorized offline decision.
Carry accepted line subtotals and tax into the invoice without counting tax twice.
Link revised terms to a new estimate instead of editing an accepted offer or an issued invoice.

Bookkeeper: Bookkeeper works within the record, field and action scope below.
Client: Client works within the record, field and action scope below.
Assistant: Assistant works within the record, field and action scope below.

Start free, then use Proto to change fields, steps and approvals before your team goes live.