Quote → Invoice¶
Many jobs begin with a quote. In dikas Faktura the Quotes tab therefore comes before the Invoices tab — that is the order of everyday work. A quote becomes an invoice with one click; items, address and discounts are carried over.
Customers → Quotes
1 · Write a quote¶
- In the sidebar click Customers, then the Quotes tab. (Alternatively: open a customer → Quotes tab — then the customer is already set.)
- Click "New". The editor is called "New quote".
- Go through the three tabs — Ctrl+S saves, Esc cancels.
"Address" tab¶
| Field | Description |
|---|---|
| Customer (optional) | Search field "Search customer…" |
| Company / Name | different recipient |
| Street / ZIP / City / Country | Postal address |
| Different delivery address | Switch: on if the goods do not go to the billing address. Then choose a stored delivery address of the customer or enter another address (recipient, c/o / additional line, street, ZIP, city, country). If the customer has a default delivery address, the switch is already on. The delivery address appears as a separate block on the quote and the proforma — details under Delivery address |
| Notes | free text — appears on the quote |
"Details" tab¶
| Field | Description |
|---|---|
| Valid until | Binding period of the quote. Once the date has passed, the quote counts as Expired. Pre-filled with 30 days. |
| Total discount (%) | Discount on the whole quote |
| Retención IRPF (%) | relevant for Spain only — no effect in Germany |
"Items" tab¶
The layout matches the invoice editor: quick article search, then the table with Description, Long text, Quantity, Unit, Unit price, VAT, Discount % and Gross. For an article, the unit comes from the article master data; a free item without a value counts as "Piece". Add new rows via "＋ Add item" or Shift+Enter.
Finally click "Create". The quote gets a number and the status Draft.
Own number range
Quotes use a separate number series — independent of the invoice numbers. Set it under Settings → Print & templates → Number ranges, series Quote.
2 · Send a quote¶
Open the quote in the list. The actions are in the header row:
| Action | When available | Effect |
|---|---|---|
| Edit | Draft | Open the editor |
| Send | Draft | Status Draft → Sent |
| Accept | Draft, Sent | Status Accepted |
| Reject | Draft, Sent | Status Rejected (with confirmation prompt) |
| Convert to invoice | Draft, Sent | creates the invoice |
| Delete | Draft | deletes the quote (with confirmation prompt) |
| always | Quote as PDF | |
| Proforma | always | the same document as a proforma version |
| A4 | always | Print via a local printer |
| View invoice | after converting | jumps to the generated invoice |
“Send” does not send an email
Unlike with the invoice, Send on a quote is only a status change — no mail goes to the customer. This is how to send the quote:
- Click PDF and download the file.
- Send the PDF to the customer from your own email program (or print it).
- Back in dikas Faktura, click Send so that the status is correct.
The statuses at a glance¶
| Status | Meaning |
|---|---|
| Draft | created, can still be changed |
| Sent | with the customer — you are waiting for a reply |
| Accepted | Customer has agreed (or the quote was converted into an invoice) |
| Rejected | Customer has declined |
| Expired | the Valid until deadline has passed |
Use Filter in the list to narrow by status or search by number or customer name.
3 · Convert into an invoice¶
- Open the quote.
- Click "Convert to invoice".
- dikas Faktura reports success. If the new invoice already has a number, it appears in the message; if it is still a draft without a number, the message reads "Invoice draft created — the number is assigned on issuing".
What happens in the process:
- A new invoice in Draft status is created. All items are carried over (including long text, unit, tax rate and item discount), the total discount, the notes, the billing address and the delivery address.
- The quote switches to Accepted and is linked to the invoice — the button "View invoice" appears.
- Payment term and SEPA flags do not come from the quote; check them in the Payment tab of the new invoice.
The invoice is still a draft
The generated invoice has not yet been finalized and not yet been sent. Check it and then click Finalize & Send — see Writing your first invoice. When the invoice number is assigned is also described there.
Convert only once
A quote can be converted into an invoice exactly once. From a rejected or expired quote, conversion is no longer possible — in that case create a new quote or extend Valid until beforehand.
Practical example¶
Situation: A customer inquires about a consulting service.
- Customers → Quotes → "New" — select the customer, set Valid until to 14 days.
- Enter items: "Concept workshop", 1 × €1,200, 19 % — in the long text the agenda of the workshop.
- "Create" → download "PDF" → send to the customer from your own mailbox.
- Back in dikas Faktura: "Send" → status Sent.
- The customer agrees: "Convert to invoice" → invoice draft is created.
- Check the payment term, then Finalize & Send → the customer receives the PDF and e-invoice.