Convert proposal to invoice

Converting a Proposal into an Invoice – Step-by-Step

Turning a proposal into an invoice is quick and seamless in IntoAEC. Follow these steps to ensure accuracy and efficiency.

Step 1: Select Client and Proposal

• Navigate to the Client section and select the specific client.
• Click on Proposal to view the proposals associated with that client.

Pro tip: Double-check that you’ve selected the correct client and proposal to avoid errors in invoicing.

Step 2: Send a Proposal

• Click the Choose Proposal button to select the proposal you want to convert into an invoice.

Pro tip: Ensure the proposal details are finalized before sending—it prevents mistakes from carrying over into the invoice.

Step 3: Select Proposal Category

• Choose the appropriate Proposal Category for your project.
• Click the Proceed button to move forward with converting the proposal into an invoice.

Pro tip: Selecting the correct category ensures the invoice is organized properly and aligns with your project’s accounting structure.

Modify the Proposal

• Make any necessary changes to the proposal to suit your current requirements.
• Click the Next button to proceed.
• Select the Change to Default Proposal option if you want to base the invoice on the standard template

Send the Invoice

• Click the Send button.
• Select Email to open the Compose Email page.
• Review the email content, then click Send Email to finalize and deliver the invoice to your client.

Step 3: Client Confirmation

• The client opens their inbox and clicks on the proposal link.
• Click the Sign and Preview button to review the proposal.
• If the client agrees with the proposal, they can sign to confirm approval.

Pro tip: Encourage clients to review carefully before signing—this ensures clarity and avoids future disputes.

Sign the Proposal

• The client can upload or draw their signature on the proposal.
• Click Sign Proposal to complete the confirmation process.

Pro tip: Ensure the signature is clear and legible—this makes the proposal legally valid and avoids any confusion later.

Accept the Proposal

• After reviewing and signing, the client clicks the Accept Proposal button to finalize their approval.

Convert Proposal to Invoice

• Once the client has accepted the proposal, a Convert to Invoice button will appear within the proposal.
• Click the button to start generating the invoice based on the approved proposal.

Pro tip: Make sure all proposal details are finalized before conversion—this ensures the invoice is accurate and ready for client billing.

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Confirm Conversion

• Click the Convert to Invoice button.
• A confirmation popup will appear saying: “Are you sure you want to convert to an invoice?”
• Confirm to proceed with generating the invoice.

Pro tip: Double-check all details in the proposal before confirming—once converted, the invoice will reflect the final approved figures.

Review and Create the Invoice

• The converted invoice will be displayed.
• Make any necessary adjustments to the invoice details.
• Click the Create button to finalize the invoice.

Pro tip: Review quantities, rates, and client details carefully before creating the invoice to ensure accuracy and avoid corrections later.

Invoice Created and Recorded

• Once finalized, the invoice will be created and automatically displayed in the Ledger under Money Matters.
• From here, you can track payments, manage records, and maintain a clear overview of your financials.

Pro tip: Regularly check the ledger to monitor payment status and ensure all invoices are accounted for.