Creating an Invoice from a Quote

The purpose of creating quotes is to turn them into invoices at some point. There are four main ways of doing this - each with their own advantages. Look over all of these procedures to see which method to use for which circumstance.

Create a Dispatch

Create a dispatch based off the quote and invoice it. This is perfect for quotes that are going to involve sending a technician out to do work. To do this, complete the following directions.

Recall the quote and select Activities | Create Dispatch. Doing this will convert the status of the quote to Accepted.
Send all the items on the quote to the dispatch.
Schedule and complete the dispatch normally.
Create an invoice based off the dispatch by going to the Sales Invoicing screen. Click the Add New drop down and select Create From Dispatch. This will bring in all the items from the quote as well as any additional parts you added to the dispatch and the cost of the technician's time.

Convert a Quote into an Invoice

This method is perfect for quotes that don't require a dispatch. It converts all the items on the quote into an invoice and marks the original quote as being completely billed.

Recall the quote and click Bill | Convert Quote into Invoice. This will bring over all the information from the quote to the invoice. Save it and you're done.

Create Progressive Bills

This method is perfect when you have a quote without an itemized breakdown that will be billed in increments over a period of time. This can be useful if you are keeping the details of the quotes in another program. This is method is generally used when doing job costing or AIA billing.

Recall the quote and click Bill | Progressive Bill.
Enter the percentage of the quote to bill or manually enter the amount you want to bill the customer for labor, material and other components. At this point you can also choose an amount the customer can retain until the job is complete. Select the parts you want to relieve from inventory and apply to the cost of the invoice.
Repeat steps 1 -2 for each invoice that needs to be created. When creating the final invoice skip step 2 and use the Bill Remaining Amount button instead.

Create Progressive Bills with Dispatches

This method is a combination of two of the methods described above. In it you will create invoices for the customer using steps similar to those in the Create Progressive Bills method. To record costs and relieve parts from inventory you will create no charge invoices using a modified version of the Create a Dispatch method.

Create Dispatches with No Charge Invoices

Recall the quote and select Activities | Create Dispatch. Doing this will convert the status of the quote to Accepted.
Select all the items you will need for the current dispatch.
Before saving the dispatch go to the Parts tab and change the price of all items to $0.00.
Schedule and complete the dispatch normally.
Create an invoice based off the dispatch by going to the Sales Invoicing screen. Click the Add New drop down and select Create From Dispatch. This will bring in all the items from the quote as well as any additional parts you added to the dispatch. There will be no price for these parts, just the cost of them and the technician's time. This invoice does not need to be sent to the customer.

Create Progressive Bills

Recall the quote and click Bill | Progressive Bill.
Enter the percentage of the quote to bill or manually enter the amount you want to bill the customer for labor, material and other components. At this point you can also choose an amount the customer can retain until the job is complete. Do NOT select any parts to send to the invoice as this will occur when creating the dispatches mentioned in the previous section.
Repeat steps 1 -2 for each invoice that needs to be created. When creating the final invoice skip step 2 and use the Bill Remaining Amount button instead.