Converting a Quotation to an Invoice
When a customer accepts your quotation, you can convert it into a sales invoice with a single click. This saves time by carrying over all the details you already entered, and it creates a traceable link between the quotation and the resulting invoice.
How to Convert
- Navigate to Sales > Quotations.
- Open the confirmed quotation you want to convert.
- Click Convert to Invoice.
- Shaari creates a new sales invoice pre-filled with the quotation's data.
- Review the invoice, make any necessary adjustments (dates, additional items, payment terms).
- Save the invoice.
The new invoice starts in Draft status, giving you a chance to review and edit before submitting for approval.
Only quotations in Confirmed status can be converted to invoices. If the quotation is still in Draft, confirm it first. If it has been cancelled, you will need to create a new quotation.
What Data Carries Over
The following fields are automatically copied from the quotation to the new invoice:
| Field | Behavior |
|---|---|
| Customer | Copied directly. |
| Line items | All items, quantities, descriptions, and prices are copied. |
| Discounts | Per-line discounts carry over. |
| Tax rates | Tax settings per line item are preserved. |
| Notes | Quotation notes are copied to the invoice notes field. |
| Terms | Quotation terms are copied to the invoice terms field. |
Fields that are not copied (because they are invoice-specific):
| Field | Behavior |
|---|---|
| Invoice date | Defaults to today's date. |
| Due date | Set based on your default payment terms. |
| Invoice number | A new sequential number is generated. |
| ZATCA fields | Generated fresh during the invoice approval process. |
Editing After Conversion
Since the new invoice is created in Draft status, you have full editing control:
- Add or remove line items.
- Adjust quantities or prices (if the customer negotiated changes).
- Update the due date or payment terms.
- Add invoice-specific notes.
Changes to the invoice do not affect the original quotation. The quotation remains as a historical record of what was originally proposed.
Tracking Quotation-to-Invoice Links
Shaari maintains a reference between the quotation and the invoice:
- On the invoice detail page, you will see a "Source Quotation" reference with the quotation number. Clicking it opens the original quotation.
- On the quotation detail page, you will see a "Related Invoice" section showing which invoice was generated from this quotation.
This linkage helps with auditing and answering questions like "what did we originally quote this customer?" or "which quotation led to this invoice?"
If a customer requests changes to the quotation before you convert it, update the quotation and re-confirm it rather than converting first and editing the invoice. This keeps your quotation records accurate and shows exactly what the customer agreed to.
Converting a Quotation Multiple Times
A single quotation can only be converted to one invoice. If you need to create multiple invoices from the same quoted work (for example, splitting into installment payments), convert the quotation once and then create additional payment invoices manually, referencing the first invoice.
If the conversion did not go as planned and you need to start over, you can delete the draft invoice and convert the quotation again.