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How to Send a Quote & Convert to an Invoice

Send a quote to your customer, handle their approval or revision request, and convert an approved quote to an invoice.

Part 1 — Sending the Quote

To send a quote, use the Quote Action menu from the quote screen.

 

  1. Once your quote is ready, click Quote Action in the top-right area of the quote screen.
  2. From the dropdown menu, click Email Quote to Customer.
  3. A confirmation dialog will appear explaining that this action will save the current quote and send an email to the customer. Click OK to proceed.
  4. A success message will confirm the email has been sent. Click OK to dismiss it. The customer will receive an email with a link to view their quote online.

 

Part 2 — Customer Reviews & Responds

 

When the customer opens their quote link, they can review the quote and choose to approve it or request changes.

If a contract template is attached to the quote, the customer can view it — but it is read-only. Nothing is signed at the quote level. Contracts are signed at the invoice stage.

Expired quotes: If a quote has passed its expiration date, the customer will not be able to approve it. They will need to contact their salesperson to have the quote revised or reissued. Quote expiration windows are configured by your store, which allows you to update pricing before reapproving if needed.

 

  1. The customer opens the link from their email and reviews the quote.
  2. To accept the quote, the customer clicks Approve.
  3. (Optional) If the customer wants changes, they click Revise instead. A pop-up appears where they can type their comments. Once written, they click Send — this notifies the sales rep to update the quote.

 

Part 3 — Converting to Invoice

 

Once the customer approves the quote, Floorzap automatically creates an invoice. From here you can send the invoice and collect payment.

 

  1. After the customer approves, a success screen appears. Click View Invoice to open the newly created invoice.
  2. From the invoice, click Send Receipt to email the customer a receipt for any balance due.
  3. To send the invoice, click Invoice Actions in the top toolbar, then choose either Send Via Email for the standard invoice email or Send Custom Email to customize the message before sending.