How to Convert an Approved Quote into an Invoice

1. Confirm that approval is recorded

Keep evidence that the customer accepted the price, scope and terms. Record the approval date and contact person.

2. Preserve the approved quotation

Do not overwrite the approved document. Keep its number, revision and final accepted contents available. The new invoice should refer back to it.

3. Create the invoice from the quote

Use the approved quotation as the source for customer details, line items, quantities, prices, taxes, notes and terms. Quote Desk’s Graduate to invoice option creates an editable invoice copy while retaining the quotation.

4. Assign a separate invoice number

The invoice needs its own unique reference. Preserve the connection by adding the quotation reference to the invoice notes.

5. Review what will actually be billed

Open the new invoice in edit mode. Confirm final quantities, delivered items, milestones and authorised changes. If billing only a deposit or project stage, invoice that amount clearly.

6. Replace quotation dates with invoice dates

Set the invoice issue date and payment due date. A quotation validity date no longer serves the same purpose after approval.

7. Confirm taxes, totals and payment instructions

Recheck tax treatment, subtotal, VAT, credits and final total. Add the exact M-Pesa or bank payment instructions and place the terms at the bottom.

8. Review before sending

• Approval and accepted revision confirmed
• Quotation preserved unchanged
• Separate invoice number assigned
• Customer and line items checked
• Billing milestone or deposit confirmed
• Issue and due dates set
• Tax, totals and payment instructions reviewed

9. Track payments against the invoice

Record deposits and instalments as credits. Keep each payment reference and receipt attached so the remaining balance stays accurate.