Create and send quotes and invoices

With noCRM's quotes and invoices feature, you can streamline your billing process and keep clear records of client interactions. This article walks you through creating quotes, converting them into invoices and using the various invoice types to match your business needs.

Before you start creating quotes and invoices, an account administrator must configure this feature from the admin panel to align it with your company's requirements and brand image.

Which invoice types can you create?

noCRM offers different invoice types to support various billing scenarios:

• Standard invoice: a regular invoice for completed services or products.

• Deposit invoice: request an upfront payment before project completion. You can specify the deposit as a fixed amount or a percentage of the total.

• Final invoice: a comprehensive summary of all payments made, including deposits. It shows the total minus previously invoiced deposits.

• Credit note: used to adjust an issued invoice for reasons such as cancellations, returns or billing corrections. Credit notes appear as negative amounts.

Best practice: Choose the invoice type based on your client's billing arrangement. Deposit and final invoices are ideal for projects with multiple payment stages, while credit notes help keep accurate records of adjustments.

How do you create a quote?

A quote outlines the estimated costs of your products or services, giving clients a clear view of the expected expenses. Follow these steps:

1. Open the lead for which you want to create a quote.

2. Select Quote at the top of the lead's card.

3. Enter the details of each item.

4. Preview your quote and, once satisfied, click View to finalize it.

For each item, you can enter:

• Item description: a clear description of each item or service.

• Quantity and unit price: quantities and prices for accurate calculations.

• Discount (optional): a percentage to obtain the discounted price.

• Tax (optional): a tax percentage, if applicable.

How do you create an invoice from a quote?

Once a lead accepts a quote, you can easily create an invoice from it. Follow these steps:

1. Open the accepted quote.

2. Click Actions > Create invoice. The details of the quote are automatically transferred to a new invoice.

3. Check the invoice details, including amounts, taxes and payment terms.

4. Save the invoice by changing its status to Pending payment, then send it to your client.

Important: Double-check the billing details before converting a quote into an invoice: the invoice becomes the official billing document for your client.

How do you create a deposit invoice?

A deposit invoice requests an upfront payment from your client. It is commonly used for projects that require initial funds before starting or reaching completion, and helps you establish a clear payment plan. Follow these steps:

1. Open the lead for which you want to request a deposit.

2. Select the approved quote on the right of the lead's card.

3. Open the quote, click Actions and create a deposit invoice.

4. Enter the deposit amount, as a fixed amount or as a percentage of the total project cost.

5. Add a clear description of what the deposit covers, to help your client understand its purpose.

Once created, you can manage the deposit invoice like any other invoice and update its status as payments are received. The deposit is automatically accounted for in the final invoice.

Note: You can create several deposit invoices, always from the initial quote.

How do you issue the final invoice?

Once all services are complete and the necessary deposits have been received, you're ready to issue the final invoice. It automatically accounts for previous deposits, giving your client a clear picture of the total amount due. Follow these steps:

1. Open the lead where the project was originally managed.

2. From the invoice, select Create Final Invoice.

3. Review the deposit deductions: the deposit invoices already issued are automatically applied as line items on the final invoice.

4. Review any additional charges or final adjustments before saving.

5. Select Pending payment to make the final invoice official, then send it to your client for payment.

Note: The final invoice shows the total contract amount, lists the deposit payments received and displays the remaining balance due, so your client has a clear record of all transactions related to the project.

How do you adjust an invoice with a credit note?

Credit notes allow you to adjust invoices for partial refunds, returns or other corrections. Follow these steps:

1. Open the invoice you need to adjust.

2. Click Create Credit Note.

3. Specify the amount to be credited and confirm.

4. View the credit note to save it. The credit note is applied to the invoice and the balance is updated.

Issue credit notes only when necessary, to keep your accounting records clear and accurate.

How do you send a quote or an invoice to your client?

Once a quote or an invoice is ready to be sent to your lead, you have two options:

• Download it as a PDF and send it as an email attachment.

• Write an email from the Email tab of the lead, click the attachments option and choose the quote or invoice you want to share as a link.

What do the invoice statuses mean?

Invoice statuses help you track payment progress and update lead statuses. Your lead doesn't see the status. Here's how statuses work:

• Draft: the invoice is still being prepared and can be edited.

• Pending payment: once finalized, set the invoice to pending payment to mark it as officially sent.

• Paid: mark the invoice as paid once the client completes the payment.

• Unpaid: if the client fails to pay within the set deadline, mark the invoice as unpaid.

Best practice: Update invoice statuses regularly to keep accurate records, and use noCRM's quotes and invoices automations to change lead statuses based on invoice statuses (for example, setting a lead to Won when an invoice is marked as paid).

How do you set payment deadlines and terms?

Clear payment deadlines and terms help set client expectations and streamline your billing process:

• Default payment deadline: in Admin panel > Sales process > Quotes and invoices > Logo and default information, under Invoice terms, set a default payment deadline (for example, 10 days).

• Custom terms: enter custom terms for individual invoices, such as specific payment instructions or late fees.

Best practice: Define clear and concise payment terms on each invoice to minimize misunderstandings and get paid on time.