+72% of Quotations are converted to Invoices every month with Invoice Fly
On the Job Site? Driving? In a hurry? Don’t wait an send quick quotes with Invoice Fly's Quote Generator
Easily turn your quotations into invoices with a few clicks.
Our app has a minimalist and easy-to-use design so you can convert any quote to an invoice in seconds, saving you time on paper and admin work.
Steps to turn your Quotes into Invoices
With Invoice Fly you can easily turn your quotes into invoices with a single click. Accelerate your business’ sales and get paid faster by turning your quotes into an invoices in seconds.
Step 1: Create a new Quote
- Add your client and job details
Add your quote number and select which client are you sending the quote to, from your client’s list.
Then, include billable items, materials, and the work hours you estimate you’ll need to complete the job.
- Include your price and discounts
Our app automatically calculates the total prices for every serivce and items you’ve added in the past, just select from your service list and it will be done!
Request a signature to ensure client’s alingment with the project.
Step 2: Add your Payment Details
- Enable your Card Payments
Invoice Fly supports Online Payments using Stripe for VISA and MasterCard. We also offer integration with PayPal, Apple Pay, and American Express.
Additionally you can set up your business bank account if you have other payment preferences.
- Add images to support your work
Add before and after the job images so the client can easily see the good results in the estimate.
If the client approves it, quickly convert it into an invoice and send it with 1 click.
Step 3: Customize Quote's Format
- Choose a professional template
Choose from one of our 7 templates and match it with your brand colors.
Add your logo or generate a new logo using our AI logo generator tool. You can remove the background of your logo, customize the size.
- Make it look good
We have recently added new gradient colors that will give a modern look to your estimates and quotes.
Easily add or remove any information field from the header, content or summary of your estimate and make it 100% to your liking.
Step 4: Final Touch
- Convert to Invoice and Get Paid Fast!
Invoice Fly automatically reminds your clients about payments, helping you get paid on time. You can focus on work without worrying about follow-ups.
- Send it by Email, Link or PDF
Deliver the invoice to your client, globally, with just one click. No sign-up required for your client to view it.
Quote vs. Invoice: What's the difference?
Quote Sample:
- Timing Sent before work begins or products are delivered
- Purpose Provides an estimated cost for potential products or services
- Status Non-binding document that represents an offer to the client
- Action Client can accept, reject, or negotiate based on the quote
- Payment No payment is due when sending a quote to a client
- Legal Status Not a request for payment, just an estimate of potential costs
Invoice Sample:
- Timing Sent before work begins or products are delivered
- Purpose Formally requests payment for completed work or delivered products
- Status Legally binding document that represents a payment obligation
- Action Client is expected to pay according to the terms listed
- Payment Includes payment terms, due date, and payment methods
- Legal Status Official financial document used for accounting and tax purposes
The main difference is that when sending a quotation to a client, you’re providing an estimate of potential costs to help them make a decision. An invoice, meanwhile, is a formal request for payment after both parties have agreed to terms and services have been delivered.
A quote often turns into an invoice once the client accepts the terms and you complete the work or deliver the products as specified.
What is a Proforma Invoice?
A proforma invoice sits between a quote and a standard invoice in the business transaction process. Works as a preliminary bill of sale sent to buyers before the delivery of goods or services
Proforma Sample
- Timing Sent after quote acceptance but before delivery of goods/services
- Purpose Provides detailed information about the upcoming transaction
- Common use Often used in international trade for customs clearance and import approvals
- Content Includes exact quantities, descriptions, prices, and delivery terms
- Legal Status Not a payment demand like a regular invoice (marked "Proforma")
- Flexibility Can be modified before the final invoice is issued
Unlike a quote, a proforma invoice contains exact pricing that both parties have agreed upon. However, unlike a standard invoice, it doesn’t create an accounting receivable or serve as a payment demand.
Think of a proforma as a “preview invoice” that helps both parties confirm transaction details before proceeding with delivery and final billing. It’s particularly valuable for international transactions where customs documentation and currency exchanges are involved.
Some businesses also use proforma invoices when they require advance payment or deposits before beginning work or shipping products.
What is a Receipt?
A receipt is a document that serves as evidence of a completed financial transaction:
Receipt Sample
- Timing Provided after payment has been made
- Purpose Confirms that money has changed hands
- Status Serves as proof that a transaction is complete
- Content Items purchased, prices, payment method, date, and merchant details
- Legal Status Functions as legal proof of purchase and ownership
- Record-keeping Important for returns, warranties, reimbursements, and tax purposes
Unlike a quote (which estimates future costs), a proforma invoice (which previews an upcoming transaction), or an invoice/bill (which requests payment), a receipt acknowledges that payment has already occurred.
The receipt is the final document in the transaction cycle:
- Quote → Provides estimated cost before agreement
- Proforma → Confirms details after agreement but before delivery
- Invoice/Bill → Requests payment after delivery
- Receipt → Confirms payment has been received
What is a Purchase Order?
A purchase order (PO) is a commercial document generated by a buyer to authorize a purchase transaction.
Purchase Order Sample
- Timing Created before goods/services are delivered and before invoice generation
- Origin Issued by the buyer, not the seller
- Purpose Officially commits the buyer to purchase specific items at agreed prices
- Content Item descriptions, quantities, prices, delivery information, and payment terms
- Tracking Contains a unique PO number for reference throughout the transaction
- Legal Status Constitutes a legally binding offer to purchase
Purchase orders are particularly important in business-to-business transactions and are often required by larger organizations for any significant purchases. They differ from quotes (which come from sellers) because POs represent the buyer’s commitment to purchase rather than the seller’s offer to sell.
FAQs about turning Quotes into Invoices
- ⚡ Instant Conversion Button – One-click transform quotes to invoices: Go to your quote in the App, click on "more" at the bottom-right part of the screen, and then click on "convert to invoice".
- 🔗 Smart Data Transfer – Automatically carries over:
- Client details
- Itemized services/products
- Agreed pricing & terms
- Expiry dates & special notes
- 📊 Visual Approval Trail – Shows original quote version & approval timestamp.
To prove that the quote and invoice have matching prices, you can:
- 📎 Attach Quote – Attach the original quote to the invoice email.
- ✍️ Digital Signature Log – Shows client’s quote approval date & method.
- 💵 Deposit Automation – Set a 50% deposit on your quote settings to automatically request 50% of the total payment upfront.
- 📉 Balance Tracking – Auto-calculates remaining amount due.
- 🔢 Installment Plans – Splits invoice per quote payment terms.
🟥 Color-Coded Design – Red "QUOTE" banner vs blue "INVOICE" header.
💳 Payment Button – Big green "Pay Now" CTA on invoices only with PayPal and Stripe Links.
⏰ Due Date Countdown – "Payment due in 7 days" tracker.
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