Before you start
Have the customer’s correct email, the proposed items and prices, currency, VAT, validity date and terms ready. A quote’s approval is an agreement on the proposal; it is not proof of payment.Create a quote
1
Open a new quote
From Quotes, choose the new-quote action. Select the existing customer and check the quote number, date, expiration date and reference.
2
Add the work or products
Add product or custom lines. Review names, quantities, unit prices and tax rates. Check which items are optional and what the proposed total includes.
3
Set payment terms
Add notes and terms. If you need an advance payment, enter the Deposit Percentage; otherwise leave it empty for full invoicing. Review the amount before saving.
4
Save and review
Open the saved quote, check the customer-facing details and PDF, and correct anything necessary before sending.
Send it to the customer
Use the quote’s Send action when it is available. PayRequest queues the quote email for the customer. The customer can review the shared quote page and approve or decline an eligible quote. You can also copy the approval link where shown. Keep customer-specific approval links private and send them to the intended recipient. Saving a quote alone does not mean the customer has received or approved it.Check the result
Find or create the invoice
After approval, open the quote and check for the linked invoice. Some approval flows attempt conversion automatically; approval and invoice creation are still separate outcomes. The quote may remain approved if no invoice has been created. If there is no linked invoice and Convert to Invoice is available, review the approved quote and confirm conversion. PayRequest creates the invoice and links it to the quote. If an invoice already exists or the result is unclear, check that invoice before creating another one. Conversion does not mark the invoice paid. Open it to review the amount, due date, payment link and sending actions. See Creating invoices.An advance payment is not a security-deposit hold
For a quote with an advance-payment percentage, conversion uses that advance amount for the first invoice. The remaining amount must be invoiced separately; do not assume it has been billed or collected automatically. For example, a EUR 1,000 quote with a 25% advance creates a EUR 250 advance invoice. Review the remaining EUR 750 and your agreement before preparing its separate invoice.When something looks wrong
- The customer says they approved, but there is no invoice: check the quote status and linked invoice first. Use the conversion action only if the quote is eligible and no invoice was created.
- The invoice is unpaid after approval: approval is not payment. Share or check the invoice’s own payment link.
- The customer wants different items: review the agreement and update or prepare the appropriate quote rather than collecting a different amount without explanation.
- The approval link no longer works: check the quote’s status and validity before sending another link.
Custom services
Use proposals for custom-scoped work.
Customer payment help
Explain a payment that has not yet been confirmed.