How an Approved Quote Becomes an Invoice in CrmLeaf
All editions. Core feature - no add-on required.
Availability: All editions. Core feature — no add-on required.
Overview
In CrmLeaf you do not convert an approved quote into an invoice by hand. The conversion happens as part of the client's approval: the quote becomes accepted and an unpaid invoice is created. This article explains what that invoice contains, how to find it, what you do next, and what to do if it does not appear.
How It Works
Client approves → Quote accepted → Invoice created (unpaid) → You review and send → Client pays
- The invoice is created automatically at the moment of approval. You do not press a convert button.
- The invoice is created with status
unpaid. Plan to review it and send it yourself. Whether CrmLeaf also emails it to the client on creation is not confirmed. - The creation is idempotent: one approved quote produces one invoice, even if the approval is submitted twice.
- The invoice is raised against the quote's client and in the quote's currency, so the figures the client approved are the figures billed.
- A declined quote creates no invoice.
- Only quotes do this. An approved proposal does not create an invoice.
Who Can Use This Feature?
User
- Find the invoice created by an approval.
- Review it, send it to the client and record the payment.
Access depends on the modules and role assigned by your Administrator. Invoice visibility follows the ownership-based permission scope set for your role.
Prerequisites
- A quote with status
accepted. - Permission to view invoices.
For Users
Step 1: Confirm the quote is accepted
What to do: Open the quote and check its status.
What to verify: The status is accepted and a signature is recorded.
Step 2: Open the invoice
What to do: Open the invoices list and find the newest invoice for the quote's client. Use Search or Filter by client if the list is long.
What to verify: The invoice status is unpaid.
Step 3: Check the figures
What to do: Compare the invoice line items, tax, discount and total with the approved quote.
What to verify: They agree. If they do not, treat that as a defect and report it with both document ids.
Step 4: Send the invoice
What to do: Send the invoice to the client as described in QTC-05. The client receives a public payment page with the gateways you have configured.
What to verify: The client can open the payment page.
Step 5: Record the payment
What to do: When the client pays online the payment is captured. For an offline payment, record it against the invoice.
What to verify: The invoice status reflects the payment.
Expected Result
The approved quote has an unpaid invoice with the same client, currency and figures. You have sent it, and the client can pay it.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Creation is automatic. If you also create an invoice manually for the same work, the client is billed twice. Check the invoices list before raising one by hand.
- Treat an accepted quote as final. For revised pricing, raise a new quote.
- Setting up the project that delivers the work is a step your team performs. It is not an automatic result of approval.
Common Scenarios
Example: approval overnight. A client approves a quote at night. In the morning the quote shows accepted and an unpaid invoice is already waiting. You review it, send it, and the client pays by card on the payment page.
Example: billing differently from the quote. Where billing is staged or by time spent, the quote still creates its unpaid invoice. Use milestone invoicing (QTC-08) or billable time (billable time) to plan further invoices from the delivery.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| No invoice after the client approved | The quote is still waiting because approval was not completed, or the list is filtered | Check the quote status, then clear filters on the invoices list. |
| You cannot see the invoice | Your role's permission scope limits you to records you own or added | Ask your Administrator to review the invoice permission scope. |
| Two invoices exist for one quote | One was created manually as well as automatically | Keep the correct one and cancel the duplicate as described in QTC-05. |
| An approved proposal has no invoice | Proposals do not create invoices | Create the invoice manually, or use a quote. |
Frequently Asked Questions
How do I convert a quote into an invoice in CrmLeaf?
You do not need to. When the client approves the quote, CrmLeaf creates the invoice automatically with status unpaid.
Is the invoice sent to the client automatically?
Creation is automatic. Sending is not confirmed as automatic, so review the invoice and send it yourself as described in QTC-05.
Can the same quote create two invoices?
No. Creation is idempotent, so a repeated approval does not make a second invoice.
Does a proposal create an invoice when accepted?
No. Only quotes do.
Related Articles
Our support team answers on business days. Reference QTC-17 so we can jump straight in.