Converting a Quote to an Invoice
Once a customer approves your quote — whether they sign it digitally or you mark it approved manually — Trade2Base can convert it to an invoice in a single click. All line items, customer details, VAT, and payment terms carry over automatically.
Getting a quote approved first
Trade2Base supports two approval methods. Either one unlocks the Convert to Invoice button:
- Digital sign-off
The customer receives the quote by email and signs it using the online signature field in the customer portal. Trade2Base timestamps the signature and marks the quote as Approved automatically.
- Manual approval
If you agreed the quote verbally or by phone, open the quote in Trade2Base and click "Mark as Approved". Enter a note such as "Approved by phone — John Smith — 27 May 2026" for your records.
Converting to an invoice
Navigate to Quotes and filter by status "Approved". Click on the quote you want to convert.
In the quote detail header, click the "Convert to Invoice" button. Trade2Base creates a new invoice and opens it immediately.
All line items, quantities, unit prices, VAT rates, discounts, and customer details are copied from the quote. The invoice is pre-set to Draft so you can review before sending.
You can add or remove line items, adjust quantities, update the invoice date, or change the payment terms before sending. Any changes made here do not affect the original quote.
If your Stripe account is connected, toggle "Include payment link" to add a pay-now button to the invoice email and PDF. The customer can pay online instantly.
Click "Send invoice". The customer receives a branded email with the invoice PDF attached and, if enabled, a Stripe payment link. The original quote status is updated to Invoiced.
After conversion, the quote and invoice are linked. From either record you can jump to the other using the “Linked invoice” or “Source quote” reference in the detail panel. This makes it easy to trace the full history of a job from enquiry through to payment.
The Convert to Invoice button is only active when the quote is in Approvedor Accepted status. If the button is greyed out, check that you have marked the quote as approved first. Draft and Sent quotes cannot be converted directly.
Still need help? Contact support
Next steps
Quote to invoice in one click
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