Convert an Estimate Into an Invoice
Open the estimate and click Convert to Invoice; line items, taxes, deposit settings, notes, terms, and the PO number all carry over. When a client approves an estimate online, WorkZen converts it to an invoice automatically, unless you turned that setting off.
The moment a client approves the estimate, the only question that matters is "how fast can we invoice?" In WorkZen the answer is usually "it already happened": online approval converts the estimate to an invoice automatically. When approval happens over the phone or on a handshake, one click does the same thing.
Prefer to invoice later, once the work is on the calendar? In Settings > Financial Settings, under Estimate Settings, turn off Create the invoice when a client approves an estimate. Approved estimates then stay Approved (their own tab on the Estimates list) until you click Convert to Invoice. Estimates that require a deposit are the exception: they always create their invoice on approval, because that is where the deposit is paid.
Convert it manually
- Open the estimate and click Convert to Invoice.
- The Convert Estimate modal opens. It also converts the lead to a client if the estimate was for a lead.
- Leave Create a Job on to automatically create a job linked to the invoice, and set the Job title. Turn it off if you only need the invoice.
- Click Convert.
You can convert an estimate that the client has not approved yet; WorkZen marks it approved as part of the conversion and notes on the estimate's history that it was converted before client approval.
What carries over
| From the estimate | To the invoice |
|---|---|
| Line items | Copied with quantities, prices, tax rates, and SKUs |
| Discount | Same type and amount |
| Deposit settings | Carried over; deposit payments count against the invoice |
| PO Number | Copied; edit it later in the invoice's Bill to section |
| Notes and terms | Copied as written |
| Service location | Same property |
| Client details | The snapshot exactly as it appeared on the estimate |
Line items the client excluded before approving are left off the invoice, so you never bill for options they turned down. The new invoice starts as Unsent, ready for sending.
A converted estimate is locked: its status becomes Converted and it can no longer be edited. Use Send Copy to email the client another copy, and Go to Invoice to jump to the invoice it became. Both documents link to each other in their history.
Step by step
- 1
Open the estimate
Go to Estimates and open the one you want to bill.
- 2
Click Convert to Invoice
The Convert Estimate modal opens with a summary of what will happen.
- 3
Decide about the job
Leave Create a Job on to spin up a linked job automatically, and give it a job title. Turn it off if you only need the invoice.
- 4
Click Convert
The invoice is created, the estimate is marked Converted and locked, and you can jump straight to the new invoice.
See it in action
Frequently Asked Questions
This article answers:
- How do I turn an estimate into an invoice?
- Do line items carry over when converting an estimate?
- Does WorkZen create the invoice automatically when a client approves?
- Can I edit an estimate after converting it?