How to Convert Quotes to Invoices in One Click (Save Hours Per Week)

The old way of invoicing:

1. Create quote in Word
2. Email to customer
3. Customer approves
4. Open new Word doc
5. Retype all the line items from quote
6. Add invoice number
7. Change "Quote" to "Invoice"
8. Add payment terms
9. Save as PDF
10. Email to customer

Mistakes: Typos, wrong totals, mismatched prices

There's a better way.

What is Quote-to-Invoice Conversion?

The smart way:

1. Create quote (2 mins)
2. Customer approves
3. Click "Convert to Invoice" (10 seconds)
4. Done

• Line items
• Prices
• Customer details
• Totals
• GST

Mistakes: Zero (it's automated)

Time saved per week: If you invoice 10 jobs: 10 × 15 mins = 2.5 hours saved

Why Most Tradies Do It Wrong

The Manual Method (Most Common)

Tools: Word, Excel, or pen & paper

Process:

1. Write quote
2. Customer approves
3. Manually create new invoice
4. Retype everything

• ❌ Time-consuming (15+ mins per invoice)
• ❌ Error-prone (typos, wrong totals)
• ❌ Prices might not match quote
• ❌ Customer gets confused if numbers differ

The "Rename the Quote" Method

Process:

1. Create quote in Word
2. Customer approves
3. Change heading from "Quote" to "Invoice"
4. Add invoice number
5. Save as new PDF

• ❌ Quote and invoice have same document number (confusing for accounting)
• ❌ No payment terms added
• ❌ Doesn't track quote vs invoice status
• ❌ Not professional

The Right Way: Quote-to-Invoice Automation

How it works (with proper software):

Step 1: Create Quote

Customer: Sarah Johnson
Job: Hot water cylinder replacement
Line items:
Rheem 180L cylinder: $1,200
Valves & fittings: $180
Labour (4 hrs): $380
Total: $1,760 + GST = $2,024

Step 2: Send to Customer

Step 3: Convert to Invoice (One Click)

• Copies all line items
• Keeps same prices
• Changes status from "Quote" to "Invoice"
• Adds new invoice number
• Adds payment terms and due date
• Marks original quote as "Converted"

Step 4: Send Invoice

Result:

• No retyping
• No errors
• No confusion
• 10 seconds instead of 15 minutes

What Should Automatically Transfer from Quote to Invoice?

Must transfer:

• ✅ Customer name and address
• ✅ All line items (descriptions, quantities, prices)
• ✅ Subtotal
• ✅ GST amount
• ✅ Total amount
• ✅ Job description/notes

• Document type: "Quote" → "Tax Invoice"
• Document number: Quote #123 → Invoice #456
• Adds: Payment terms (e.g., "Due in 7 days")
• Adds: Payment instructions (bank account, etc.)
• Adds: Invoice date

• ❌ Prices (customer approved the quote, don't change it!)
• ❌ Line items
• ❌ Totals

Manual vs Automated: Time Comparison

Scenario: 10 invoices per week

Manual Method (Word/Excel)

Per invoice: 15 minutes
Weekly: 10 × 15 = 150 minutes (2.5 hours)
Monthly: 10 hours
Annually: 130 hours

At $95/hour billable rate: 130 hours × $95 = $12,350 in lost billable time per year

Automated Method (Paymate or Similar)

Per invoice: 10 seconds
Weekly: 10 × 10 secs = 100 seconds (1.7 minutes)
Monthly: 7 minutes
Annually: 1.4 hours

Time saved: 128.6 hours/year

Value of time saved: $12,220/year

Common Quote-to-Invoice Mistakes (And How to Avoid Them)

❌ Mistake 1: Prices Don't Match

Problem:

• Quote: "$2,000"
• Invoice: "$2,300"

Customer reaction: "This isn't what I approved!"

Fix: Automate conversion so prices can't change.

❌ Mistake 2: Missing Line Items

Problem:

• Quote had 5 line items
• Invoice only has 4 (forgot one)

Fix: Automatic conversion copies everything.

❌ Mistake 3: Wrong GST Calculation

Problem:

• Quote: $2,000 + GST = $2,300
• Invoice: $2,000 + GST = $2,350 (math error)

Fix: Software auto-calculates GST every time.

❌ Mistake 4: Using Same Document Number

Problem:

• Quote #123
• Invoice also labeled #123

Fix: Software assigns separate numbering sequences.

❌ Mistake 5: Forgetting to Add Payment Terms

Problem:

• Quote converted to invoice
• No due date or payment terms

Fix: Software automatically adds payment terms when converting.

How to Set Up Quote-to-Invoice Workflow

Option 1: Use Paymate (Recommended for NZ Tradies)

Setup:

1. Create free account
2. Add your business details (logo, contact info, GST number)
3. Create quote template

1. Create quote (on phone or computer)
2. Send to customer
3. When approved, click "Convert to Invoice"
4. Send invoice (or it auto-sends)

• Customer can approve quote digitally (no printing/signing)
• Automatic payment reminders
• Track who owes what
• All stored in cloud

Option 2: Use Xero, MYOB, or QuickBooks

Setup:

1. Sign up ($50-70/month)
2. Add business details
3. Create quote

1. Create quote
2. Send to customer
3. Click "Convert to Invoice"
4. Send invoice

Cons: Expensive, overkill if you just need quotes/invoices

Option 3: Excel/Google Sheets Template (DIY)

Setup:

1. Create quote template
2. Create invoice template
3. Use formulas to link them

1. Fill out quote template
2. Customer approves
3. Copy/paste data into invoice template
4. Save as PDF

Cons: Still semi-manual, error-prone, time-consuming

What to Look for in Quote-to-Invoice Software

Must-haves:

• ✅ One-click conversion
• ✅ Separate quote and invoice numbering
• ✅ Auto-calculate GST
• ✅ Mobile-friendly (create quotes on-site)
• ✅ Cloud storage (access anywhere)
• ✅ PDF export

• ✅ Digital quote approval (no printing/signing)
• ✅ Payment reminders
• ✅ Payment tracking
• ✅ Customer database
• ✅ Online payment links

• ❌ Requires desktop software (not cloud-based)
• ❌ Can't create quotes on phone
• ❌ Expensive monthly fee for basic features
• ❌ Complicated setup

Real Example: How Sarah Saved 10 Hours Per Month

Sarah - Painter, Christchurch

Before:

• Created quotes in Word
• Customer approved via email
• Manually created invoices in Word
• Time per invoice: 20 minutes
• Invoices per month: 30
• Total time: 10 hours/month

• Created quotes in Paymate
• Customer approved digitally
• Converted to invoice in one click
• Time per invoice: 30 seconds
• Invoices per month: 30
• Total time: 15 minutes/month

Sarah's reaction: "I used to spend Sunday afternoons doing invoices. Now it takes 15 minutes. I wish I'd switched years ago."

Beyond Time Savings: Other Benefits

1. Faster Payment

Why: Invoice sent immediately after approval (not days later)

Result: Average payment time reduced from 18 days to 12 days

2. Fewer Disputes

Why: Invoice matches quote exactly (no price surprises)

Result: Zero "that's not what you quoted" complaints

3. Professional Image

Why: Instant response, professional formatting

Result: Customers see you as organized and efficient

4. Better Cash Flow Tracking

Why: Software shows all pending quotes and unpaid invoices in one place

Result: Always know who owes what

Summary: Your Quote-to-Invoice Action Plan

Stop doing this:

• ❌ Creating quotes in Word
• ❌ Retyping quotes into invoices manually
• ❌ Wasting 15+ minutes per invoice

• ✅ Use software that converts quotes to invoices automatically
• ✅ Save 2-10 hours per week
• ✅ Eliminate errors
• ✅ Get paid faster

1. Paymate (free, NZ-focused, simple)
2. Xero (paid, full accounting features)
3. MYOB (paid, established brand)

Ready to Stop Wasting Time on Invoices?

Try Paymate free:

• Create quotes in 2 minutes
• Convert to invoices in 10 seconds
• Automatic GST calculation
• No credit card required

Related Articles:

• How to Write Professional Quotes That Win Jobs
• Quote vs Invoice: What's the Difference?
• GST Invoicing Requirements in New Zealand