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. On invoices in Canadian dollars you can also let them pay by pre-authorised debit from a Canadian bank account (see Pre-authorised debit below).

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. Only currencies Stripe can charge for a Canadian or US business can be chosen, each with its own decimal places (for example, no cents in JPY).
3. Add a line for each thing on the quote: pick a catalog item or Custom line…, or click Product from your catalogue… to sell one of your products, then the description, the kind (Setup fee, Add-on or Subscription, with how often a subscription repeats), the quantity, the unit price, whether it is Taxable and, for a taxable line, its Tax category (General goods unless you choose another).

Product lines. Product from your catalogue… searches your products by name, SKU or handle. For a product with variants, pick the variant: its stock is held by each one. The line takes the product's name, its price (when the quote is in your store currency; otherwise type the price) and its tax category, and you can change all three. A product line on a quote is a one-off sale, so its kind can be Setup fee or Add-on but not Subscription. When you save, a product line is held to what a draft order is: it must be one of your products, name one of its variants if it has them, and come in whole case packs. Gift cards, affiliate listings and products sold by weight or measure cannot go on a quote. Make it a custom line keeps the description and price and drops the product.

1. Add Notes if you want terms or scope shown on the quote.
2. 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).

Older quotes in a currency Stripe cannot charge. A draft saved before this rule cannot be sent until you choose another currency in Edit; if the new currency has a different number of decimal places, check each line price in it before you save. A quote already sent in such a currency cannot be accepted: your customer is asked for a new quote, nothing is invoiced, and you are notified (A buyer could not accept a quote). Create a new quote in a currency that can be charged.

Tax. Tax comes from your own rules under Finance → Tax rules, for the country and region on the quote, on the lines marked Taxable. Each line is taxed the way checkout taxes it: its tax category picks the rate (a rule's category rate, such as 0% on basic groceries, or the rule's own rate when it sets none; Not taxable (exempt) pays nothing), and a regional rule set to add to or compound on the country rate is charged with it. Each line's tax is rounded on its own. 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, nothing is invoiced, and you are notified (A buyer could not accept a quote) with the quoted and the new total. 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). In the list, a quote of services only shows Converted (into its invoices); a quote with products shows Convert to order (see below).
• Decline. The quote moves to Declined, the page confirms it, and you are notified (A quote was declined).
• Tax changed since sending. If your tax rules changed after you sent it, accepting is refused and nothing is invoiced. The page asks them to wait for a revised quote, and you are notified (A buyer could not accept a quote) so you can send one with Revise.
• 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.

Turn an accepted quote into an order

Accepting a quote bills it; the goods still have to be picked and sent. On an accepted quote with product lines, click Convert to order and then Create order:

• The order sells the quote's products at the quoted prices, with the quote's tax, and is listed under Orders as a B2B order ready to fulfil. It ships to the quote's address when the quote has a whole one.
• Its products come off stock at once, the same way any other order takes them (variants from their own stock, locations in your usual order). A line short of stock is not refused: the order takes what there is and records the rest as a backorder on the order.
• Services, fees and subscriptions draw no stock and are not order lines. They are in the order's total and listed in its note; the quote's invoices bill them.
• The order is paid through the quote's invoices, so it is not charged again and cannot be edited into a second payment.
• A quote makes one order. After converting, the list shows View order, and converting again opens the same order.

It is refused, and nothing is created, when the quote is not accepted, when none of its products is still in your catalogue, when the customer's company account is suspended, or when what the quote's invoices still owe would put that company over its credit limit (the same check as an order on net terms). Converting places an order and takes stock, so it needs the orders write permission as well as finance: an owner or an admin. Others see Accepted · not an order yet. Each conversion is recorded in your audit log.

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 live while the revision is a draft. When you send the revision, the earlier quote (and any other revision of it you sent) is marked Expired, so your customer can only accept the newest one; the send message names the quotes it replaced. If your customer accepted the earlier quote before you sent the revision, the revision is not sent. 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, unit price and, for a taxable line, its Tax category.
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.

Issued by. With more than one location, the form also asks which one issues the invoice (The store by default). A location's Legal details (Settings → Locations) then head the invoice: its legal name, address, tax numbers and, under How to pay, its bank details, each one falling back to your store's own when the location has none. A location with an Invoice prefix, such as TOR, numbers its invoices in its own series (TOR-2026-000001, TOR-2026-000002 and so on, starting again each year), separate from your store's INV numbers. A prefix is 2 to 8 letters or digits, and two of your locations cannot share one.

Every invoice prints all your tax numbers, one line each: your GST/HST number, your QST number and any PST or RST number, from your Billing details page or the issuing location.

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.

Void (the ⊘ button), on an issued or overdue invoice with nothing paid, cancels it: for an invoice sent to the wrong customer or for the wrong amount. You give a reason, which is kept in your activity log. The invoice stays on your records with its number, its PDF is marked VOID, and its pay link stops taking payment, including a payment page your customer already has open. An invoice with a payment recorded cannot be voided: issue a credit note instead, and refund your customer the way they paid. To bill again, create a new invoice.

An invoice is always in your store currency. Tax is added from your Tax rules for the recipient's country and region, line by line in the same way as on a quote: each line's tax category picks its rate, and the invoice shows each line's rate. The invoices of an accepted quote, and each later invoice of its subscription, tax every line under the category it had on the quote. An invoice already issued never changes: its tax stays what it was issued with, whatever you change in your tax rules or categories later.

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. No fee is added, and nothing goes to your customer unless you turn on payment reminders. 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. A re-sent invoice asks for what is still owed, not the original total.

The invoice shows your business name and address and the tax registrations on your Billing profile: your GST/HST number, your QST number, and any PST numbers (Manitoba's RST included). A business customer in Québec needs your QST number on the invoice to claim its input tax refund. Once anything is paid or credited, the invoice shows Paid and Credited under the total, and the Balance due after both.

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. The same happens for an older invoice whose currency or amount Stripe cannot charge: the email carries no pay link, so your customer is never sent a button that cannot work.

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, and while a pre-authorised debit for it is processing, the link says the payment is on its way. 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.

If your customer pays more than once, every payment is recorded on the invoice and shows as paid on its PDF. Nothing is refunded automatically: refund anything over the total from your Stripe account.

Record a payment

Most business customers pay by Interac e-Transfer, cheque or bank transfer. (BestWebby is not endorsed by or affiliated with Interac Corp.) When that money arrives, record it on the invoice so it stops showing as owed.

1. On Customer invoices, click Payments on the invoice.
2. Under Record a payment, enter the amount received, choose how they paid (Interac e-Transfer, Cheque, Bank transfer, Cash or Other), the date it arrived, and a reference if you have one (the cheque number or the e-Transfer reference). Add a note if you like.
3. Tick Email a receipt if you want your customer to get one. It is off unless you tick it, for each payment.
4. Click Record payment. If you use two-factor authentication, you are asked for a code.

You can record part of what is owed, or Full balance, but not more than the balance due, and always in the invoice's currency: amounts are never converted. A part-paid invoice shows as Partially paid in the list, with what is still owed under its total. When nothing is owed it is Paid, on the date the last payment arrived.

A recorded payment takes the money off the company's balance at once, so it frees up their credit limit for the next order on account, and it stops payment reminders for that invoice once it is paid. Each payment is kept in your ledger under Accounting and in your activity log with who recorded it. It is not counted as a second sale: the sale was counted when the order was placed.

Undo a payment (a cheque that bounced, an e-Transfer meant for another invoice): click Undo next to it and say why. The payment stays in the list, struck through with your reason, and its amount is owed again. A paid invoice goes back to open, or to Overdue if its due date has passed, and counts against the company's credit limit again. Payments your customer made online are refunded from your Stripe account instead.

Recording and undoing payments needs the finance permission.

Credit notes

A credit note lowers what your customer owes on an invoice without changing the invoice: for goods returned, a price corrected, or a short shipment. Click Payments on the invoice, then under Credit notes:

1. Choose Part of it and enter the amount, tax included, or Everything not yet credited.
2. Give the reason. It is printed on the credit note.
3. Tick Email the credit note to send it to your customer, attached as a document they can print or save as a PDF. It is off unless you tick it.
4. Click Issue credit note. If you use two-factor authentication, you are asked for a code.

Each credit note gets its own number (CN-2026-000001 and so on), in a sequence of its own with no gaps, and cannot be undone. The tax on it is reversed in proportion: a credit of a third of the invoice gives back a third of its tax, from the lines that were taxed, and all of an invoice's credit notes together give back exactly the tax it charged. Document opens a credit note to print or save.

What happens to the invoice:

• Its balance due goes down by the credit, and so does the company's balance against its credit limit.
• Credited in full with nothing paid, the invoice is void and its pay link stops taking payment.
• Paid and then credited, the credit is what you owe your customer back. BestWebby tells you the amount; refund it the way they paid (from your Stripe account for a card payment).

Credit notes need the finance permission. Credit notes also appear in your ledger under Accounting.

Payment reminders

BestWebby can email your customers about unpaid invoices for you. Reminders are off until you turn them on: click Reminders on Customer invoices, tick Send payment reminders, and choose when they go:

• a number of days before the due date (leave it empty for none);
• on the due date;
• up to four points after the due date, for example 7, 14 and 30 days.

Reminders go from your own email domain, never from BestWebby's, with the invoice's pay link and the amount still owed. They go only to invoices that still owe something: never to a paid, void or draft invoice, and they stop as soon as an invoice is paid, credited in full or voided. If several are due at once (for example when you first turn reminders on), your customer gets only the latest, not all of them, and an invoice more than 180 days past due gets none. To leave one invoice out, open Payments on it and tick Don't send payment reminders for this invoice.

Reminders are checked about once an hour. If one cannot be sent (your store has no email domain set up, or your customer's address is on the do-not-email list), you are notified and that reminder is not tried again. Reminders go by email only.

Receivables by age

Receivables on Customer invoices shows what each customer owes on open invoices, after payments and credit notes, by how late it is: Current (not yet due), 1–30, 31–60, 61–90 and 90+ days past due. Each currency is listed on its own with its own totals, because amounts are never converted. A company billed under different contact names is one customer. Download CSV gives the same report for your bookkeeper, with plain amounts a spreadsheet can add up.

Pre-authorised debit (Canada)

Your customer can pay a CAD invoice, or the invoices from an accepted quote, straight from a Canadian bank account by pre-authorised debit (PAD). Stripe takes the debit on your own Stripe account, like a card payment; BestWebby never holds the money.

Turn it on. Go to Settings → Payments → Pre-authorised debit (Canada) and tick Offer pre-authorised debit on CAD invoices. Stripe must also have Canadian pre-authorized debit turned on for your Stripe account: turn it on in your Stripe Dashboard under Settings → Payment methods. The card in Settings shows what Stripe reports for your account. It is offered only while both are on, on invoices in CAD of at least 0.50 CAD; other invoices are card only. Stripe's pricing for pre-authorised debit applies to your Stripe account.

What your customer sees. On the payment page they choose to pay from a bank account, sign in to their bank through Stripe to connect it, and read and accept a PAD agreement for exactly one debit of what is still owed on that invoice. Stripe shows the agreement, checks the bank account, and emails them a confirmation of the agreement and a notice of the debit. A bank account that cannot be connected this way cannot be used; your customer can pay by card instead. An invoice to one of your B2B companies is a business debit; any other invoice is a personal one.

Processing. A debit usually takes up to 5 business days to confirm. Meanwhile Customer invoices shows Bank debit processing under the invoice's status, the invoice is not marked Paid, and its pay link tells your customer the payment is on its way instead of opening a second payment. Before the pay link offers a payment on an invoice that has offered a debit, it also asks Stripe about that debit, so a debit still on its way holds the link even if Stripe's notice about it never reached BestWebby. If Stripe cannot be reached at that moment, the link asks your customer to try again in a few minutes rather than risk a second payment. The invoice is marked Paid only when Stripe confirms the debit.

If the bank does not pay. You are notified (A payment failed) with the bank's reason, the invoice shows Bank debit failed, and it is still owed: its pay link works again. Contact your customer before asking them to pay another way.

Disputes. Your customer can dispute a pre-authorised debit with their bank: up to 90 days for a personal debit and 10 business days for a business one. Unlike a card dispute, it cannot be contested, and the bank's decision is final. If it happens you are notified (A payment was disputed) and the invoice shows that the bank reversed the debit; the invoice still shows the payment, so contact your customer to collect it again.

Refunds. Refund a debit from your Stripe account. A refund takes about 3 business days to reach your customer's account.