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Converting an Estimate to an Invoice

Quick version: Once an estimate is accepted, you can convert it to an invoice with one click. All the line items, amounts, and customer info carry over automatically.

How to convert an estimate to an invoice

  1. Go to Estimates from the sidebar.
  2. Open the accepted estimate you want to convert.
  3. On the estimates list, click the three-dot menu on the right and select Convert to Invoice.

Or from the estimate detail page:

  1. Open the estimate.
  2. If the estimate is accepted and not yet linked to a job, you'll see a green banner with a Convert to Job button. You can also convert to an invoice from the actions menu.

What carries over

When you convert an estimate to an invoice, Fieldkit copies everything over:

  • Line items -- All descriptions, quantities, and prices
  • Customer -- The customer stays linked
  • Job -- If the estimate was linked to a job, the invoice is too
  • Amounts -- Subtotal, tax, discounts, and total
  • Notes and terms -- Carried over from the estimate

The new invoice is created as a draft, so you can review it before sending.

What happens to the estimate

After conversion, the estimate is marked as "Converted" with a badge on the estimates list. The estimate stays in your records -- it isn't deleted. You can still view it, but you can't convert it a second time.

The estimate links to the new invoice, so you can always trace back from the invoice to the original estimate.

Change orders and invoices

When you convert a change order to an invoice, the invoice is automatically tagged as a "change order" type. This helps you keep track of which invoices came from additional work versus the original scope.

Payment schedules

If you set up a payment schedule on the estimate (for example, 50% deposit on acceptance, 50% on completion), Fieldkit handles invoicing automatically:

  • When the customer accepts the estimate, a deposit invoice is created and sent right away.
  • Remaining milestone invoices are created as drafts, ready for you to send when each milestone is reached.

This means the conversion may already be partially done by the time you look at it.

Tips

  • Always review the draft invoice after conversion. You might want to adjust the due date or add payment instructions.
  • If you need to invoice for only part of the estimate, edit the invoice after conversion and remove or adjust line items.
  • The original estimate is kept for your records. If a customer ever questions a charge, you can show them the accepted estimate alongside the invoice.

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