Quotes and invoices help you manage the financial side of a client Project. A quote sets out proposed work and pricing before the client commits. An invoice requests payment for work or products being supplied.
Choose a quote or an invoice
- Create a quote when the scope or price needs client approval first.
- Create an invoice when you are ready to request payment.
- If a client approves a quote, convert that quote to an invoice instead of entering everything again.
Start a new quote or invoice
- Open the Client Management dropdown and select Quotes or Invoices, depending on the document you want to create.
- Once you are on either page, you can also use the Quotes and Invoices tabs to move between the two lists.
- Choose New Quote or New Invoice. You can also begin from the relevant Client or Project.
- Select the client and the related Project or Lead.
- Enter the document number and issue date where required.
- For a quote, add a Valid Until date. For an invoice, add a Due Date.
Add the items and pricing
Add each service or product as a separate line item. Include:
- A clear item name.
- The rate or price.
- The quantity.
- A helpful description when the client needs more detail.
Apply any appropriate discount and tax settings, then add a client-facing memo for payment instructions, assumptions or other important information. You can use saved invoice items or templates for services you offer regularly.
Upload images to the Media Library first
Before adding a hero image or an image to a quote or invoice line item, upload the photograph to the Workspace Media Library. Images cannot be uploaded directly from the quote or invoice editor.
- Open Website → Media Library.
- Upload the images you want to use.
- Return to the quote or invoice and choose the image from the Media Library.
Prepare appropriately sized images and use clear filenames so the correct photograph is easy to identify when building the document.
Make it match your brand
Quotes and invoices do not need to look generic. Use the design controls to create a document that feels consistent with the rest of your client experience.
Depending on the design you choose, you can:
- Add a hero image to introduce your work visually.
- Add images to individual line items, which is useful when presenting products, collections or package options.
- Choose the document's font and typography.
- Adjust colours to suit your studio branding.
- Select and customise the layout or design style.
- Use your wording, descriptions and memo to reinforce your studio's tone of voice.
For quotes, images can help clients compare visual products or options. For invoices, keep the design polished but make the amount due, due date and payment instructions easy to find.
Use high-quality, appropriately sized images and avoid adding so many visual elements that the document becomes slow or difficult to read. Always check the client preview and downloaded PDF before sending.
Review before sending
Check the client, Project, dates, number, line items, totals, discount, tax and memo. For an invoice, also confirm whether the client can pay by Stripe, bank transfer, or both. Review the client preview rather than relying only on the editor fields.
Send the document
- Save the quote or invoice.
- Select Send Quote or Send Invoice.
- Check the recipient's email address.
- Review the subject and message.
- Send when everything is correct.
You can also download a PDF when you need a separate copy.
Set up invoice System Emails
Workspace can automate important invoice follow-ups and payment acknowledgements. Open System Emails and review the invoice email options:
- Invoice Paid — Deposit / Partial Payment, sent when a payment is received and a balance is still owing.
- Invoice Paid — Full / Final Payment, sent when the invoice has been fully paid.
- Invoice Due Soon, scheduled three days before the due date when the invoice is still unpaid.
- Invoice Overdue, scheduled seven days after the due date when the invoice is still unpaid.
Customise the subject, wording and design so each message suits your studio. The reminder emails can include invoice, payment and PDF links plus the relevant payment instructions. Review each System Email and enable only the automations you want to use.
Automations rely on accurate client email addresses, due dates, invoice status and payment records. They do not replace checking your outstanding invoices or handling unusual situations personally.
Convert an approved quote to an invoice
Open the approved quote and choose Convert to Invoice. Review the new invoice carefully, including its invoice number, issue date, due date, line items, tax and payment methods, before finalising or sending it.
A quote does not record payment and should not be treated as a paid invoice.
Good practice
- Use plain descriptions so clients understand what is included.
- Give quotes a clear validity period and invoices a realistic due date.
- Keep text legible and maintain good contrast between text and background colours.
- State important exclusions or assumptions.
- Check pricing and contact details before sending.
- Follow the tax and accounting requirements that apply to your business and country.
