Create an invoice from an accepted quote

Check the quote, company and access#

Start with a quote the customer has accepted. You need permission to manage quotes, view Finance and create invoices. Invoice creation must also be enabled for your company and allowed for your role. Ask an owner or admin to check your access and billing setup if Review invoice is unavailable.

Use a working QuickBooks connection you own, or a company explicitly shared with you while you are an active workspace Owner. The billing setup must be saved for that same accounting company; a workspace role alone does not grant access to a private connection. Open Settings → Finance & billing → Client invoicing to check it. Saved preferences do not replace the pricing or payment terms the customer accepted.

This workflow creates one nontaxable invoice at a time for a US QuickBooks company in its home currency. The customer’s currency must match. A standard quote uses its accepted initial amount; a phased project uses the selected accepted payment. Due dates use due on receipt, net 7, net 15 or net 30, unless that scheduled payment has an accepted fixed due date. Taxable invoices, other currencies, unsupported terms and amendments need manual review and billing in QuickBooks.

Find quotes with payments still to invoice#

In Quotes, choose Needs invoicing. This view requires quote-management and Finance-view access. It finds approved quotes with an initial invoice or scheduled project payment still to create, including older quotes outside the ordinary recent list. Up to 250 matching quotes are shown, most recently updated first; search filters those displayed results.

Still to invoice shows the remaining accepted amount and the number of invoices. Approval payments share the initial invoice. Future phase payments remain visible: being listed does not mean the delivery or acceptance trigger has happened. Open the quote, review the payment and confirm its trigger before creating an invoice.

Invoices already created in AgencyOS leave this view even if they are unpaid. Recurring billing after the initial invoice is managed separately. Check creation status or Creation in progress means inspect the saved attempt before retrying. Invoices created independently in QuickBooks are not matched automatically, so verify those in Finance before creating another. Amendments require separate review.

Use Refresh invoice status for a fresh check. If status cannot be loaded, the view reports that problem instead of claiming no invoices remain. Returning from a quote also refreshes the results.

Open the accepted quote and choose the customer#

Choosing a customer or preparing a manual review does not create anything in QuickBooks. This manual selection does not match names and email addresses automatically. Reuse the customer and company already confirmed by automation or another invoice for this quote; do not create a replacement to continue.

1. Open Quotes and select the accepted quote you want to invoice. Check the customer and accepted offer before continuing.
2. Check any After acceptance card first. If billing is in progress or uncertain, follow its recovery guidance. If an invoice already exists for this payment, open its Finance review instead of creating another. For a standard quote, use Invoice this quote when offered. For a phased project, use Payment invoices and select Review / create invoice beside the intended payment.
3. Select Review invoice. Check the QuickBooks company name and currency shown above the customer choices. Stop if this is not the accounting company you intend to bill from.
4. Choose Use an existing customer when the customer already exists in QuickBooks. Enter their name in Find a customer, then select the exact match in Customer. Check the record in QuickBooks if similar names make the choice unclear.
5. Choose Create a customer from the accepted quote only when a new customer is needed and that choice is available. Review the company name shown. The new record uses the name, email and billing address saved with the accepted quote; you will check those details again before approval.

Check the dates and services#

Accepted amounts stay unchanged. A standard quote invoices the selected services included in its initial amount; recurring lines cover only that initial period. A phased project invoices only the selected payment, with approval payments grouped on the initial invoice. Other payments and deferred ongoing services are excluded. Not invoiced now shows excluded services, and no future recurring periods are created.

1. For a later project payment, read its accepted trigger and select the confirmation only if that event has actually occurred. This authorizes the payment’s invoice and does not record project completion. Set Invoice date and inspect the read-only Due date: it uses the payment’s accepted fixed date, if present, or the accepted payment terms.
2. Under Map accepted lines to QuickBooks Items, review each service and amount. Where Choose the exact Item appears, select the corresponding QuickBooks product or service. A QuickBooks item already preserved in the accepted quote stays selected.
3. Select Prepare review. Expect Review before creating to show the company, customer, dates, accepted terms, services and invoice amount. For a phased project, check the selected payment’s name and amount. Nothing has been created yet.

Approve the exact invoice#

A review expires after 20 minutes. If it expires, or the quote, billing setup or QuickBooks details change, prepare and inspect a fresh review before approving. The final approval includes creating the customer when you chose that option.

1. In Review before creating, compare the QuickBooks company and customer with your intended billing destination. For a new customer, also check Customer contact, including the email and billing address.
2. Check the accepted quote, Invoice date and Due date, accepted payment terms, each service’s quantity and amount, currency and invoice total. For a phased project, compare the payment name and amount with the accepted schedule. Review Not invoiced now if it appears.
3. If anything is incorrect, select Cancel and resolve it before preparing another review. Do not approve an invoice just to edit incorrect accepted terms afterward.
4. When everything is correct and you intend to create the accounting record, select the approval checkbox, then select Approve and create invoice once.
5. Wait for Invoice creation confirmed before treating the invoice as created. An error, in-progress message or uncertain result does not establish that nothing happened; follow the recovery steps before any retry.

Open and check the saved invoice#

The manual creation receipt confirms that this workflow created the invoice without sending it. It does not establish the current delivery or payment status. When offered, use Review invoice and send in AgencyOS to open the saved invoice in Finance, then Refresh invoice status. Manual sending requires its own review and approval; a previously enabled automatic email workflow has separate authorization. Creating or sending an invoice does not collect payment.

1. After Invoice creation confirmed appears, select Open invoice in QuickBooks from the accepted quote in agencyos.
2. If QuickBooks asks you to sign in, finish signing in, then return to the same agencyos quote and select Open invoice in QuickBooks again.
3. Check that the saved invoice contains the intended customer, services, dates, currency and total. If QuickBooks opens a blank invoice form, do not fill it out or save it. Return to agencyos and reopen the saved link; ask an administrator for help if it still opens blank.
4. Return to the accepted quote and use Reload invoice receipt to confirm its saved result. Use View invoices in Finance, then Refresh, to read the latest invoices from your connected accounting company. Check Finance’s date filters if the invoice is outside the default last 30 days.

Resolve an incomplete or uncertain result#

If you see In progress · do not create another invoice or Result uncertain · reconciliation required, use Reload invoice receipt and check the saved result. Do not approve another invoice or create one manually while the outcome is unresolved. A connection failure can happen after QuickBooks has saved a record.

If the result remains unresolved, ask an authorized administrator to check the original QuickBooks company and verify the saved customer or invoice against this quote. Verify saved result checks an existing record without creating or sending anything. An in-progress attempt must be at least five minutes old before it can be checked this way.

If Could not finish · review before retrying appears, inspect the saved result first. Use Review remaining invoice work only when it is offered and you have confirmed what already exists. A customer saved during the previous attempt is reused.

For unavailable customers or services, a changed company, unsupported terms, or an expired connection, resolve the stated issue before preparing a new review. If invoice creation is not enabled or your role is not allowed, ask an owner or admin to review setup and permissions.

For a phased project, reload the receipt for the exact payment you were reviewing. If its accepted fixed due date precedes the proposed invoice date, resolve the overdue terms through manual billing review rather than changing the accepted date. Other payments are not a workaround for an unresolved invoice.