Quotation › From quotation to invoice

From quotation to invoice

When the customer accepts your quotation, most of the work for the invoice is already done: the same customer, items and rates. A few things must change, because an invoice is a tax document and a quotation is not.

In this tool: one click

1. Open the quotation (or find it in Saved quotations).
2. Set Status to Accepted if you like to keep track.
3. Press Make invoice. The quotation is saved, and the invoice maker on billing.niveshsahayak.in opens with your business, the customer, the ship-to address, the items, rates and GST rates filled in.
4. Check the invoice, then press Save. The quotation now shows Invoice made with the invoice number.

Both sites read the same saved data in your browser, so nothing is sent anywhere. Use the same browser on the same device for both.

What changes on the invoice

• A new number from your invoice series. GST rules need one continuous series of invoice numbers for each financial year; the quotation number cannot be used. The maker suggests the next one, such as INV/26-27/031.
• The date of the invoice, not the date of the quotation. Issue the invoice by the time the rules ask for (for goods, generally at or before removal or delivery).
• The reference. The maker writes "Quotation QT/26-27/014" in Order / PO number. If the customer sent a purchase order, replace it with their PO number: their accounts team matches invoices to POs.
• The type. A quotation with GST becomes a tax invoice. A quotation without GST becomes a bill of supply if you have a GSTIN (composition or exempt goods), or a plain invoice if you are not registered.
• Quantities actually supplied. If you deliver 22 chairs instead of the 25 quoted, bill 22.
• Payment details. Add your UPI ID for a pay-by-QR code, and mark the invoice paid when the money comes.

Advance received against the quotation

If the customer paid an advance, show it in the invoice Notes ("Advance received ₹30,000 on 5 Nov by NEFT, balance ₹96,850 due") and keep the invoice total for the full value. For services, an advance can make GST payable when it is received, which needs a receipt voucher; ask your accountant how this applies to you.

More than one invoice for one quotation

For staged supply or work, press Make invoice again for each stage and change the quantities. Each invoice gets its own number and keeps the same quotation reference.