Question 1

What is a quote?

Accepted Answer

A price proposal sent before doing the work. Customer accepts or declines on a public page. Accepted quotes convert into invoices in one click, carrying line items, prices, and customer.

Question 2

When should I use quotes vs invoices?

Accepted Answer

Quote: when the customer wants a price first, the job is custom, or you need written scope agreement. Invoice: when work is done, price is fixed, or you need payment.

Question 3

How do I create a quote?

Accepted Answer

Advanced Booking, Sales, Quotes, New quote. Pick customer, add line items with name, quantity, unit price, VAT, optional discount. Set valid until. Save as draft or Send.

Question 4

What does the customer receive?

Accepted Answer

An email with the quote summary and a link to a public page showing your branding, all line items, totals, validity date, and Accept and Decline buttons.

Question 5

What are the quote statuses?

Accepted Answer

Draft, Sent, Accepted, Declined, Expired, Converted, Cancelled. Draft is editable. Converted means it became an invoice.

Question 6

What happens when the customer accepts?

Accepted Answer

Status flips to Accepted, you get a notification email, and a Convert to invoice button appears on the quote detail. Acceptance is scope confirmation, not payment.

Question 7

How do I convert a quote into an invoice?

Accepted Answer

Open the accepted quote, click Convert to invoice. A draft invoice is created with the same customer, line items, prices, VAT, and discount, plus a reference back to the original quote.

Question 8

Can a customer accept an expired quote?

Accepted Answer

No. The public page shows that the quote has expired. Extend validity by editing the quote and resending.

Question 9

Can I edit a quote after sending?

Accepted Answer

Yes but it resends. Cleaner alternative: cancel the original and create a new quote so the audit trail is clean.

Question 10

Are quotes kept after GDPR erasure?

Accepted Answer

Draft quotes are deleted. Sent, accepted, declined, expired, converted, and cancelled quotes are kept under Dutch bewaarplicht for 7 years with anonymised customer name.