A quotation for ₹4,18,000 covering five deliverables. Two are done and the customer will pay for those now. The other three land in June. Most businesses raise two unrelated invoices and lose the thread back to what was quoted — and then argue in July about whether everything was billed.
In short
- Where
- Sales documents → Quotations → ⋯ → Invoice part of it…
- Different from
- Convert to invoice, which takes everything outstanding
- The quotation then says
- Partially invoiced, with what is left
- Takes
- Under four minutes per stage
Why two loose invoices is a problem
It is not that the money is wrong. It is that three questions stop being answerable, and all three get asked:
- Has everything been billed? With loose invoices you are adding up totals by hand and hoping.
- Was it billed at the quoted rate? The quotation said ₹18,000 a deliverable. The June invoice says ₹19,500. Somebody changed it and nobody knows who.
- How much of what we quoted turned into paid invoices? That is the single most useful number in a services business, and it is unanswerable without the link.
Step by step
Open the accepted quotation
Sales documents → Quotations. Marking it accepted first is worth the two seconds — it is what separates “sent and waiting” from “agreed” on every report you will run later.
⋯ → Invoice part of it…
The plain Convert to invoice takes everything still outstanding, which is right when the whole job is done. For a stage, use this one.
Pick this stage
Tick the lines going out now. Set a quantity where only part of a line is being billed — half the print run, twenty of the sixty hours. Lines with nothing left are shown but cannot be picked.
Raise it
The invoice arrives carrying the customer, the rates, the place of supply, the tax treatment and the terms from the quotation — and linked to it in both directions, so either document leads to the other.
Do the same in June
The quotation shows Partially invoiced and exactly what is left. Bill the rest and it becomes Invoiced on its own — a status computed from the quantities, not chosen from a menu.
The bit that trips people up. You cannot invoice a quotation twice for the same work. Ask for more than is left and it refuses, by line, naming what is still available — which is the whole point of doing it this way rather than raising two invoices that nothing reconciles.
What this unlocks later
Once quotations and invoices are linked, the customer record answers the question the whole arrangement exists for: quotations raised, how many converted, what was invoiced against them, and what is still open. It is a report rather than a project.
Common questions
Can I invoice the same quotation twice?
Yes, as many times as the stages require. Each invoice takes only what is still unbilled.
What is the difference between Convert to invoice and Invoice part of it?
Convert to invoice takes everything still outstanding. Invoice part of it lets you pick lines and quantities, which is what stage billing needs.
Can I still cancel the quotation afterwards?
Not while a live invoice or sales order stands against it. Withdraw those first — the quotation will name what is blocking it.
Does the customer see the quotation number on the invoice?
The link is recorded on both documents. Whether it prints is a choice in your invoice template.
Next
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