Easy invoicing: turn an accepted quote into a tax invoice in one click

The short answer: stop typing invoices. When a quote is accepted, convert it. Every line, price and the 15% VAT carry across, the invoice gets the next number automatically, and it is ready to send in seconds.

The hidden cost of retyping

If your quotes live in one place and your invoices in another, every job gets typed twice. That is not just slow:

• Mistakes creep in. A wrong quantity, a missed line, VAT worked out on the wrong total.
• Invoices go out late. The job is done on Tuesday; the invoice goes out the following week, and the money comes in a week after that.
• Numbers clash. Two people invoicing at once, a duplicate number, and an awkward credit note to fix it.

Quote to invoice in three steps

1. Open the accepted quote and choose Convert to invoice. Prefer to check it first? Convert and save it as a draft.
2. Check the invoice. Your items, prices, 15% VAT, your VAT number and your payment terms are already on it.
3. Send it. Your customer gets the invoice by email with a secure link and the PDF, and can see all their invoices in their customer portal.

Prefer to watch? The free lesson How to create an invoice shows both ways: from scratch, and from a quote.

Is it a proper tax invoice?

If you are a VAT vendor, your invoice must be a tax invoice. Set your VAT number and 15% VAT once and every invoice carries them. For invoices over R5,000 your customer’s name, address and VAT number must be on it too, and the SA Accounting module can flag invoices over R5,000 sent to customers with no VAT number on file. See every requirement on our tax invoice template page.

Clean invoice numbers, always

The Invoice Number Guard module makes sure two invoices never get the same number, even when several staff invoice at once. If something on an invoice changes later, a credit note corrects it properly instead of deleting and starting again.

Getting paid is the real goal

A fast invoice is only half the job. In CRM Online you can also:

• Take card payments on the invoice with the Yoco Card Payments module.
• Send a payment link by email or WhatsApp.
• Match proofs of payment to invoices automatically with the POP Matcher module.
• See who owes what at 30, 60 and 90 days, with reminders, using Age Analysis.

More on that in 7 ways to get paid faster.

Frequently asked questions

Read more: Invoicing software · Pricing · Free video course