Converting BOQ to Invoice (BOM + Add-on Services)
Turn a completed milestone's BOQ directly into a client invoice - as a Bill of Materials, plus any additional services - without re-keying a single line item.
CrmLeaf TeamUpdated July 202615 minFinance & Project Managers
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Start Free TrialComplete the Milestone
Why it matters: Invoicing is tied to milestone completion - this is what lets you bill progressively instead of waiting for the entire project to finish.
- Confirm all tasks under the milestone are marked complete
- Mark the milestone itself as Complete
WHAT YOU SEE WHEN DONEthe milestone status shows Complete, with a completion date.
Convert BOQ to BOM
Why it matters: This is the step that eliminates re-entry - the same quantities and costs from the BOQ become the invoice's Bill of Materials automatically.
- From the completed milestone, click Generate Invoice
- Confirm the BOQ line items appear as BOM entries on the invoice draft
WHAT YOU SEE WHEN DONEthe invoice draft shows every BOQ line item, with matching quantities and costs.
Add Additional Service Line Items
Why it matters: Not everything billed was in the original BOQ - permit filing fees, expedited delivery, or change-order work need their own line items.
- Click Add Line Item on the invoice draft
- Add any services or fees not captured in the BOQ
- Label each clearly so the client can see exactly what they're paying for
WHAT YOU SEE WHEN DONEall non-material charges appear as clearly labeled invoice line items.
Apply Taxes & Discounts
Why it matters: Tax rules vary by state and by whether the sale is residential or commercial - getting this wrong is a compliance risk, not just a math error.
- Confirm the correct tax rate applies based on the client's location
- Apply any negotiated discount as its own visible line item, not a silent price change
WHAT YOU SEE WHEN DONEthe invoice total reflects the correct tax and any discount, both clearly itemized.
Preview the Invoice
Why it matters: The client-facing view can render differently from the editor - confirm before sending, not after a client questions a formatting issue.
- Click Preview as Client
- Check that all line items, totals, and your branding display correctly
WHAT YOU SEE WHEN DONEthe preview matches exactly what the client will receive.
Send the Invoice
Why it matters: Sending directly from the milestone means the invoice reference stays linked to the project for future audit or dispute resolution.
- Click Send Invoice
- Confirm the client receives an email with a link to view and pay
WHAT YOU SEE WHEN DONEthe invoice status updates to Sent, with a timestamp.
Sync Payment Status via QuickBooks
Why it matters: Real-time payment status means you're not manually checking a bank statement to know if a client has paid.
- Confirm the QuickBooks integration is connected under Settings → Integrations
- Once the client pays, check that the invoice status updates to Paid automatically
WHAT YOU SEE WHEN DONEthe invoice shows Paid status, synced from QuickBooks without manual entry.
You've completed this tutorial
Invoice sent. Next: make sure inventory reflects what was actually consumed.
Next: Inventory & Multi-Warehouse StockContinue learning
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