Convert an Approved Estimate into an Invoice

Turning an approved estimate into an invoice should be a simple continuation of the same sales process.

Pryseflow allows authorised users to convert an accepted estimate into a new invoice without starting again from a blank document.

The supported customer and line-item information from the estimate is carried into the invoice, helping reduce repeated data entry and keeping the sales workflow connected.

1. Make Sure the Estimate Is Ready

Before converting an estimate, confirm that the customer has accepted it.

Pryseflow estimates can be sent to customers and opened through a secure public link.

From that public estimate page, the customer can:

• Review the estimate

• Approve it

• Decline it

The customer’s decision is recorded against the estimate.

An accepted estimate can then be converted into an invoice by an authorised user.

2. Open the Estimate

1. Sign in to Pryseflow.

2. Open the relevant company.

3. Navigate to the Estimates area.

4. Find the estimate you want to invoice.

5. Open the estimate details.

Before continuing, review the estimate to make sure the customer, items, quantities, pricing, taxes and other commercial information are correct.

3. Convert the Estimate to an Invoice

When the estimate is accepted and ready for billing, use the available Convert to Invoice action.

Pryseflow creates a new invoice using the supported information from the estimate.

The estimate itself remains an estimate.

The conversion does not simply change the estimate into an invoice. Instead, Pryseflow creates a separate invoice record using the relevant customer and line-item information. PRYSEFLOW_FEATURE_REFERENCE

4. Review the New Invoice

The converted invoice should be reviewed before it is sent to the customer.

An invoice can include information such as:

• Customer

• Issue date

• Due date

• Invoice number

• References

• Notes

• Footer content

• Currency

• Line items

• Quantities

• Unit prices

• Tax

• Discounts

Pryseflow calculates invoice totals from the underlying line items, tax and discounts.

If the invoice needs to differ from the accepted estimate, make sure the changes are appropriate for the transaction before issuing it.

5. Send the Invoice

Once the invoice is ready, it can be sent to the customer.

Pryseflow supports invoice delivery with saved recipient information and delivery tracking.

The invoice can also be:

• Rendered as a PDF

• Downloaded

• Shared through its protected public link where applicable

Public invoice access is controlled so that a link for one company does not expose another company’s document.

6. Track the Invoice Status

After the invoice has been issued, its financial state changes based on what happens next.

An invoice can move through states such as:

• Draft

• Unpaid

• Partially paid

• Paid

• Credit

Due dates also determine when an invoice is shown as overdue. PRYSEFLOW_FEATURE_REFERENCE

Payments are recorded as financial events rather than simply changing the invoice label.

This keeps the invoice balance and payment status tied to actual payment activity.

7. Record or Receive Payment

Authorised users can record manual payments against an invoice.

Pryseflow recalculates the invoice balance and status whenever a payment is added, changed or removed.

Where supported payment gateways are configured, customers may also be able to pay from the public invoice page.

Gateway availability depends on the company’s payment setup and the relevant provider.

8. Understand the Inventory Effect

If an invoice contains stock-tracked physical products, inventory changes follow the applicable invoice and payment workflow.

Pryseflow can reserve or deduct stock from the selected warehouse when the relevant completion or payment rule is reached.

Service products do not create physical inventory movements.

For stock questions, use the inventory movement view to understand why quantities changed rather than relying only on the current stock balance.

Common Questions

Can a customer approve an estimate online?

Yes.

Customers can approve or decline an estimate from the secure public estimate page.

Does converting an estimate overwrite the original estimate?

No.

Pryseflow creates a new invoice using supported information from the accepted estimate. The original estimate remains a separate record.

Can I edit the invoice after conversion?

The invoice follows the normal invoice editing rules.

Changes to paid or otherwise state-sensitive invoices may be restricted, so users should not treat financial totals as free-form editable values.

Can I convert only part of an estimate?

The implementation reference confirms estimate-to-invoice conversion, but it does not confirm a partial-invoicing workflow. I would not publish that claim unless it is verified in the current UI.

Can I send the invoice through WhatsApp?

The implementation reference confirms email delivery, PDFs and protected public links, but it does not document WhatsApp as a built-in invoice-delivery channel. I would leave that out of the Base article unless the live UI confirms it.

Can I link an estimate to a contract?

Projects can link contracts, estimates, invoices and other business records, but the implementation reference does not say that a signed contract is directly “attached to the estimate before conversion” as a standard estimate workflow.

Keep the Sales Workflow Connected

The value of estimate-to-invoice conversion is simple:

You do not have to rebuild the same sale from the beginning.

The customer approves the estimate.

You convert it into an invoice.

You review the invoice.

You send it.

You record or receive payment.

Pryseflow keeps each step connected while preserving the original estimate and the new invoice as separate business records.

Estimate. Approve. Invoice. Get paid with Pryseflow.