Working with Estimates and Converting Them to Invoices

What an estimate is

An estimate (a quote) is a priced proposal you send before doing the work. It's built exactly like an invoice — line items with quantities, unit prices, and tax codes — but it isn't a request for payment yet. When the customer accepts, you convert it into an invoice without re-entering anything.

The estimate lifecycle

• Draft — you're still building it.
• Sent — delivered to the customer for approval.
• Converted — turned into an invoice once accepted.

Estimates also carry an optional expiry date so a quote doesn't stay open forever.

Step-by-step: create and send an estimate

1. Open the Estimates tab and choose New.
2. Select the customer (required to send; optional as a draft).
3. Set the estimate date and an optional expiry date.
4. Add line items — description, quantity, unit price, and optional tax code. StretchBooks totals them.
5. Add notes or terms (for example scope, assumptions, validity).
6. Save as Draft, review, then Send. StretchBooks numbers it (for example EST-2001).

Step-by-step: convert an estimate to an invoice

1. Open the accepted estimate.
2. Choose Convert to invoice.
3. Optionally set the new invoice's invoice date and due date (leave blank to use today and your default terms).
4. Confirm. StretchBooks creates a new invoice reusing the estimate's customer and line items, with its own invoice number.

Conversion is safe to click once. If an estimate has already been converted, StretchBooks recognizes it and won't create a duplicate invoice.

Worked example

Northlight Coaching quotes a workshop package:

1. Estimates → New, customer Harbor & Vine Studio, expiry 30 days out.
2. Lines: Half-day workshop qty 1 @ $1,200.00 and Workbook qty 10 @ $25.00, both GST 5%.
3. Subtotal $1,450.00, GST $72.50, total $1,522.50; number EST-2001. Send it.
4. The client approves. Open EST-2001 and Convert to invoice — a new invoice appears with the same lines and totals, ready to send.

Tips

• Always set an expiry date so pricing isn't held open indefinitely.
• Build the estimate carefully — because conversion reuses its lines, an accurate quote becomes an accurate invoice with no retyping.
• Convert only after the customer accepts; you control the invoice and due dates at conversion time.
• Use notes/terms on the estimate to state scope and assumptions before work begins.

FAQ

Does converting delete the estimate? No. The estimate stays in your history, marked as converted, and a new invoice is created alongside it.

Can I edit the invoice after converting? Yes — the invoice is a normal invoice you can edit and send like any other.

What if I click convert twice? StretchBooks detects that the estimate was already converted and returns the existing result instead of creating a second invoice.

Can I quote in a different currency? Yes — set the estimate's currency; the converted invoice carries it through.