Quotes

How quotes work

A quote is an offer: what you would charge a customer for a piece of work, and until when the price holds. It is not a tax document, so it has no legal numbering rules, carries no VERI*FACTU record and no QR code, and can go back to draft as often as you need.

Every quote moves through the same statuses, shown as a badge in the list and on the quote:

• •draft — still being written. Only drafts can be edited or deleted.
• •sent — you marked it as sent. It is frozen, read-only and has a PDF.
• •expired — a sent quote whose Valid until date has passed. This is only a label: you can still accept or convert it if the customer says yes late.
• •accepted or declined — the customer’s answer, which you record yourself.
• •converted — it has been turned into an invoice. This is final.

Quotes are included in the Plus and Ultimate plans. On the Free plan the Quotes page is greyed out with an upgrade prompt; click View plans to see the plans. If you downgrade later, your existing quotes stay visible and you can still delete drafts, but you cannot create, send or convert quotes. See Plans and billing.

Create a quote

1. 1Open Quotes in the top bar and click New quote.
2. 2Pick the customer in Customer. If they are new, type their name and choose Add customer to create them on the spot.
3. 3Check the Issue date (the date printed on the quote) and set Valid until — how long the offer stands. Leave it empty if the quote does not expire.
4. 4Add your lines, exactly as on an invoice: description, quantity, unit, price, discount and VAT rate. Products from your catalogue fill in by themselves.
5. 5Check the Tax treatment and IRPF withholding. They are prefilled from the customer and your tax settings, just as on an invoice, and they carry over when you convert the quote.
6. 6Click Save draft to keep it as a draft, or Mark as sent when it is ready to go (see below).

Unlike an invoice, a quote gets its number as soon as you first save it, so even drafts show one. If you delete a draft, its number is simply skipped — quotes have no legal sequence to keep.

If saving fails with Every line needs a description and a positive quantity, one of the lines is empty or has a quantity of zero: fill it in or remove it with the cross at the end of the line.

Send a quote to your customer

Mark as sent freezes the quote exactly as it is: the lines, totals, your business details and your invoice design at that moment. It becomes read-only and gets a PDF. It does not email anything — quotes are not sent from Invoice 14.

1. 1Open the draft and click Mark as sent, then confirm.
2. 2On the sent quote, click Download PDF.
3. 3Send the PDF to your customer however you normally do — email, WhatsApp, a shared folder.

The PDF is written in the customer’s invoice language (set on the customer), shows the validity date and the quote total, and uses your logo and colours if you have set them up in Invoice design.

Need to change something after marking it as sent? Click Back to draft at the bottom of the quote. The frozen copy is thrown away, the quote is editable again with the same number, and you mark it as sent again when you are done. This is only possible while the quote is still sent — not once it is accepted, declined or converted.

Record whether it was accepted or declined

When the customer replies, open the quote and click Accept or Decline under the lines. You can switch between the two later — for example, if a customer who declined changes their mind — until the quote is converted.

Recording the answer is optional. It keeps your list tidy and the dashboard’s open-quotes figure honest, but nothing else depends on it: you can convert a sent quote straight away.

Turn a quote into an invoice

1. 1Open a sent or accepted quote.
2. 2Click Convert to invoice at the top and confirm.
3. 3Invoice 14 opens a new invoice draft with the quote’s customer, lines, discounts, tax treatment, tax note, IRPF, service period and notes copied over. The issue date is today and there is no due date yet.
4. 4Check everything, add a due date, and click Issue invoice when it is right. See Create and issue an invoice.

The invoice is an ordinary draft: you can change anything before issuing it, and it only gets a number from your invoice series when you issue it. The quote is marked converted and shows a View invoice button that takes you to the invoice.

A quote can be converted only once, and a declined quote cannot be converted. If the customer accepts a declined quote after all, click Accept first.

Change how quotes are numbered

Quotes have their own series, separate from invoices, so they never use up invoice numbers. By default the prefix is P plus the year, giving numbers like P2026-0001.

1. 1Go to Settings → General.
2. 2In Quote numbering, change Quote series prefix. The line next to it shows what the next quote will be called.
3. 3Click Save settings.

If you have already numbered quotes under the old prefix, the new prefix starts again from 1 and the old numbers stay on the quotes that carry them.