Convert Quote to Invoice

Effici follows a structured commercial flow: Quote → Order → Invoice. Each stage represents where you are in the client engagement, and converting between them carries all the data forward automatically.

The three-stage flow

Quote

The initial proposal sent to the client. Contains line items, pricing, VAT, and payment terms. See Create a Quote.

Order

Created when the client accepts the quote. The order represents confirmed work — it's your internal record that the engagement is underway. You can link a project to the order to start tracking time and costs.

Invoice

Generated from the order when you're ready to bill. All line items, VAT rates, and payment terms carry through from the original quote.

Convert a quote to an order

1. Open the quote from Finance → Quotes
2. Confirm the client has accepted
3. Click Convert to order
4. Optionally link a project (recommended — enables time tracking and P&L)
5. The quote status changes to Accepted and the order is created

Create an invoice from an order

1. Open the order from Finance → Orders
2. Review the line items — you can add, edit, or remove items before invoicing
3. If the order has tracked time, click Add tracked time to pull billable hours as line items automatically
4. Click Create invoice
5. Set the invoice date and due date
6. Send or download

Partial invoicing

You can create multiple invoices from a single order — useful for milestone billing or progress payments. Each invoice tracks against the order total so you can see how much has been billed and how much remains.

VAT on invoices

VAT is calculated per line item based on the rate set when the quote was created. If you need to adjust VAT rates before invoicing (e.g. if work spans a VAT rate change), edit the line items on the order before creating the invoice.

Invoice numbering

Invoices are numbered sequentially using the prefix configured in Settings → Invoicing (e.g. INV-0042). Numbers are assigned when the invoice is created and cannot be changed.