Writing quotes and turning them into invoices
A quote in Rhinvoice goes from Draft to Sent and then to Accepted, Declined or Expired. A sent or accepted quote becomes an invoice draft with Turn into invoice, without entering anything twice.
Writing a quote
Section titled “Writing a quote”- Open Quotes → New quote.
- Choose the customer and enter the lines. The preview on the right shows the quote as it will be printed.
- Under Valid until, enter how long the quote is valid. Left empty, it is 30 days from the date.
- Click Mark as sent. The quote gets its number and is locked from then on.
A draft has no number yet. You can change it at any time, or remove it with Delete draft in the More actions menu (the button with three dots). The number follows the quote sequence under Settings → Number sequences; the preset pattern is A{YYYY}{NNNN}, for example A20260001.
The states of a quote
Section titled “The states of a quote”| State | Meaning |
|---|---|
| Draft | Being written, no number yet |
| Sent | Number assigned, content locked |
| Accepted | The customer said yes |
| Declined | The customer said no |
| Expired | Sent, but the date under Valid until has passed |
You set Accepted and Declined yourself with the buttons of the same name on the sent quote. Nobody sets Expired: Rhinvoice derives it from the validity date. In the list under Quotes, View filters by each of these states.
Turning a quote into an invoice
Section titled “Turning a quote into an invoice”On a sent or accepted quote, choose More actions → Turn into invoice. Rhinvoice creates an invoice draft:
- with the same lines, discounts and currency as the quote,
- with the texts you wrote yourself; where the quote still has the standard texts for quotes, the draft gets the standard texts for invoices,
- with fresh dates: the invoice gets its date and due date when it is issued,
- with a link to the quote. A sent quote counts as Accepted from then on.
Check the draft, complete it if needed and issue it like any other invoice (issuing and cancelling). The VAT rate then follows the invoice’s date of supply, not the quote’s.
A quote becomes an invoice only once. If you delete the invoice draft, the quote is free again. Open invoice or Open invoice draft takes you from the quote to the invoice, Open source document back.
PDF and sending
Section titled “PDF and sending”On the quote, PDF opens the printed version in a new tab, Download saves it and Print prints it right away. When sending by e-mail is set up, Send by e-mail sends a sent quote with its PDF to the customer. The mail is then noted in the quote’s History.
Questions
Section titled “Questions”How do I turn a quote into an invoice?
Open the sent or accepted quote and choose "Turn into invoice". Rhinvoice creates an invoice draft with the same lines, which you check and issue.
How long is a quote valid?
As long as you enter under "Valid until". Left empty, the quote is valid for 30 days from its date. After that Rhinvoice shows it as expired.
Can I still change a quote once it is sent?
No. "Mark as sent" gives the quote its number and locks it. To change it, duplicate it and mark the copy as sent.
Can a quote be turned into an invoice more than once?
No, only once. If you delete the invoice draft it created, the quote can be turned into an invoice again.