How to convert an estimate into an invoice

Converting an estimate into an invoice is a key step in the process of billing your customer for a job. Once your customer has accepted the estimate, you can easily convert it into an invoice in ScanPay. This helps streamline your workflow and ensures that all job costs are accurately reflected in your invoice.

What happens when an estimate is converted into an invoice?

When you convert an estimate to an invoice, the following happens:

• The estimate’s status automatically updates to Invoiced.
• All the line items from the estimate, including services, products, taxes, and any discounts or service charges, are carried over to the invoice.
• However, please note:
  • Terms and conditions will not be copied over from the estimate. The invoice will use the default terms set for invoices.
  • Notes and photos from the estimate will not be copied over to the invoice. You’ll need to add them manually if required.

Converting an estimate into an invoice

1. Open the Estimates section and find the estimate you want to convert.
2. Click the Add invoice button. You can find it in the quick actions or on the Billing tab on the mobile ap

1. Review the invoice details: The estimate's details will automatically populate the invoice, but you can make changes if necessary (e.g., adjusting quantities, adding or removing items, changing the due date, etc.).
2. After reviewing the invoice, click Create and share to send it to your customer via QR, email, text, or link.

What your customer will see

Once you’ve converted the estimate into an invoice, your customer will receive an email or link with:

• A breakdown of the line items from the estimate, including any changes or updates made during the conversion process.
• The total amount due, including taxes, discounts, and any additional charges.
• An option to pay the invoice, depending on the payment methods you have enabled for your business.

Things to remember

• Line items are copied over when converting, but you’ll need to manually adjust terms, conditions, notes, or photos if necessary.
• After conversion, the invoice and estimate will remain linked, so both will be easily accessible from either page.

TIP: You can always go back and review the estimate by clicking the View Estimate button in the invoice or from the estimate’s page to ensure everything has been transferred as expected.

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