SimpleTaxFlow
Workflow guide · 5 min read

Send quotes and convert them to invoices

Draft a quote from WhatsApp or the portal, email it to your customer as a branded PDF, mark it accepted, and convert it into an invoice through the normal invoicing flow.

Follow the sequence

Work through the steps in order and return to this guide whenever the next action is unclear.

Keep the records current

Capture and review information as it happens, rather than leaving the whole quarter until the end.

Review before you finish

Check the details and any supporting evidence before completing the task.

01

What this guide covers

Quotes let you price work before billing it. A quote is never sent to Stripe and never counts as income — you email it as a branded PDF, track acceptance, and only converting it creates the invoice that flows through the usual send-and-pay process.

02

1. Draft the quote

Message "Quote ABC Ltd £600 for consulting" on WhatsApp, or create one from the Invoices workspace. The draft flow asks for anything missing — including the customer email, which sending needs — then asks you to confirm with YES, same as invoicing.

Read the invoice guide
03

2. Find it under Invoices

Quotes appear in the Invoices workspace with a Quote badge and their own filter, kept out of your outstanding and paid totals. Nothing is recorded as income at this stage — a quote is a priced offer, not a bill.

Open Invoices
04

3. Send the quote to your customer

Open the quote and choose Send quote. SimpleTaxFlow generates a branded PDF — your business name, a quote number like Q-0001, the line items, and a 30-day validity date — and emails it straight to the customer, with replies coming back to your own email address. The badge changes to Quote · Sent, and you can resend an updated version at any time.

Open Invoices
05

4. Mark it accepted when the client says yes

When the customer confirms (usually by replying to the quote email), open the quote and choose Mark accepted. This keeps your pipeline honest — you can see at a glance which quotes are still waiting and which are ready to bill.

Open Invoices
06

5. Convert to an invoice and bill as normal

Choose Convert to invoice on the accepted quote. This creates a new linked draft invoice with the same lines — the quote itself is kept, marked converted, for your records. The invoice then goes through the standard flow: send it via Stripe for online payment, and when it is paid the income is recorded in your cashbook automatically.

Read the invoice guide
07

Before you move on

  • The quote has a customer email before you try to send it
  • The emailed PDF was checked — figures, quote number, and validity date
  • Accepted quotes are marked accepted, then converted rather than re-typed
  • Quotes are excluded from outstanding/paid invoice totals
  • The converted invoice was reviewed before sending
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Open the relevant workspace and complete the next step with this guide available in another tab.

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