Quotes and Customer Invoices

Overview

Two screens put a price in writing for one customer:

• Finance → Quotes builds a quote, emails your customer a link to it, and turns it into invoices when they accept.
• Channels → Wholesale → Customer invoices issues an invoice straight away, with payment terms.

Both are on the Growth plan and above and need the finance permission. Your customer pays by card on your own connected Stripe account, so the money goes straight to you.

Your quote catalog

If you quote the same things often, add them once under Finance → Billing → Quote catalog: a name, a description, the kind (Setup fee, Add-on or Subscription, with Monthly, Quarterly or Yearly for a subscription), a default price and its currency, and whether it is taxable. In the quote builder, choosing a catalog item on a line fills in its description, kind, price and taxable setting, which you can still change. Deactivate takes an item out of the builder.

Create a quote

1. Go to Finance → Quotes and click New quote.
2. Enter the customer's name and email, the Currency, a Valid until date, and the customer's country (two-letter code, such as CA) and region (such as ON). The currency starts at your store's currency; pick another if this customer pays in a different one.
3. Add a line for each thing on the quote: pick a catalog item or Custom line…, then the description, the kind (Setup fee, Add-on or Subscription, with how often a subscription repeats), the quantity, the unit price and whether it is Taxable.
4. Add Notes if you want terms or scope shown on the quote.
5. Click Save draft, or Save & send to send it at once.

A draft can be edited, sent or deleted from the list. Edit opens it in the builder with everything you entered; change any of it and click Save draft, or Save & send. A quote that has been sent cannot be edited: use Revise (below).

Tax. Tax comes from your own rules under Finance → Tax rules, for the country and region on the quote, on the lines marked Taxable. It is added when you save the quote and worked out again when you send it, so the subtotal, tax and total your customer sees are what the invoices charge. With no rule for that place, or no country on the quote, no tax is added. If you change your tax rules after sending a quote, it can no longer be accepted as it stands: your customer is asked for a revised quote and nothing is invoiced. Use Revise to send a new version with the current tax.

Send it

Send gives the quote its number (for example QUO-2026-000001), marks it Sent and emails your customer a link from your store's own email address. A box then says whether the email went out and shows the link so you can copy it.

The email goes out from your own email domain or not at all, and never to an address on the do-not-email list. If it cannot be sent, the quote is still issued and its link works: the box says it was not emailed and why, and you are notified. Copy the link and send it to your customer yourself, and set up your email under Settings → Email or check the address with your customer.

What your customer sees

The link opens a page with your business name, address and tax number, their name and email, each line, the subtotal, tax and total, and the Valid until date. They do not need an account. The first time they open it, the quote moves to Viewed.

• Accept quote. They can type their name as a signature, then accept. The invoices are created at once (see below), and the page tells them they have been emailed. You are notified (A quote was accepted), and the list shows the quote as Converted.
• Decline. The quote moves to Declined, the page confirms it, and you are notified (A quote was declined).
• Expired. A sent or viewed quote that has not been accepted is marked Expired within about an hour after its Valid until date, and can no longer be accepted. A draft never expires.

What accepting creates

• One invoice for the setup fees and add-ons, if the quote has any.
• One invoice for the first period of the subscription lines, if it has any. After that a new invoice is issued and emailed for each period. If a quote has several subscription lines, they are invoiced together on the first one's schedule, and a yearly line is invoiced once a year.
• A subscription for the recurring lines. It is listed under Subscriptions, where pausing or cancelling it stops the invoices.

Each invoice is due 14 days after it is issued and is emailed to your customer with a Pay this invoice link, under the same email rule as the quote. They appear under Customer invoices with the rest.

The quotes list

Finance → Quotes lists your quotes newest first, 25 to a page. Total quotes, Open (sent or viewed, not yet answered) and Accepted count all of your quotes, whichever page or filter you are on. Search finds a quote by customer name, email or quote number across all of them, and Draft, Open and Accepted narrow the list.

Revise a quote

Revise, on a sent, viewed, declined or expired quote, makes a new draft copy of it with the next version number. The earlier quote stays as it is, and its link keeps working until it is answered or expires. An accepted quote cannot be revised.

Customer invoices

Channels → Wholesale → Customer invoices lists every invoice you have issued to a customer: the ones you create here, net-terms orders for your B2B companies, and invoices from accepted quotes.

To create one, click New invoice:

1. Pick one of your wholesale customers, or type the recipient's name, email, country and region.
2. Add lines: description, quantity and unit price.
3. Choose Payment terms: Due on receipt, or Net 7, 14, 15, 30, 45, 60 or 90 days.
4. Add notes if you like, then click Issue invoice, or Save draft to finish it later.

A draft has no number or due date yet, and the Drafts filter lists it. Issue, on a draft, asks for the Payment terms, then gives it its number and due date; Issue and send also emails it. The trash button deletes a draft. To change a draft, delete it and create it again.

An invoice is always in your store currency. Tax is added from your Tax rules for the recipient's country and region.

Once its due date has passed with money still owing, an invoice is marked Overdue within about an hour and the Overdue filter lists it. Due on receipt means due at once, so such an invoice shows as Overdue from then until it is settled. Nothing goes out and no fee is added; following up is up to you. Money that arrives later still settles it.

Issuing does not email anything. Click Send to email the invoice with a Pay this invoice link, from your own email domain or not at all; if it cannot be sent you are told why, and it is not recorded as sent. PDF downloads the invoice, and Copy pay link copies the link the email carries, so you can share it yourself.

How your customer pays

Pay this invoice opens a Stripe payment page for what is still owed, on your connected Stripe account. Without a connected account, the email goes out with no pay link and asks the customer to pay according to your terms; connect one under Settings → Payments.

Your customer can pay online from that link until the invoice is paid: each time they open it, it takes them to a Stripe payment page for the balance, so there is no need to send a fresh one. Once the invoice is paid or void, the link says so instead. If you disconnect your Stripe account, it tells your customer to contact you to arrange payment.

After paying, your customer lands on a page that thanks them and says their payment is being processed; if they cancel, it says nothing was charged and that they can open the link in the email again. The invoice is marked Paid when Stripe confirms the payment to your account.