Convert documents and create them from records

Turn quotations into invoices and invoices into credit notes, create invoices from sales orders or any record, and automate it with flows.

Documents move along: a quotation becomes an invoice, an invoice becomes a credit note. Records you already keep — sales orders, jobs, bookings — can become invoices too.

Convert one document into another

Open the document and choose Convert to … from the ⋯ menu. The new draft carries the customer, currency, place of supply and lines, and a reference to the original. Notes and terms come from the new document type's defaults.

Which conversions are offered is set per document type: Invoice settings → Document types → Can be turned into. By default a quotation can become an invoice or proforma, a proforma an invoice, and an invoice a credit note.

Create an invoice from any record

  1. Go to Invoice settings → Create invoice from… and click Add a rule.
  2. From records of — the record type to start from, for example Sales orders.
  3. Create a — the document type, for example Invoice.
  4. Map the fields: which field holds the customer, and which header fields to copy.
  5. Lines — if the record has line items, pick where they are kept and which fields hold the description, quantity, rate and tax.
  6. Save the rule.

Now every record of that type has a Create invoice button in its record window. It opens the new draft in the editor; the draft remembers which record it came from.

Automate it with a flow

In Flows, the Create invoice/document action makes a document from the record that triggered the flow — as a draft, or issued straight away. For example: when a sales order's status becomes Delivered, create and issue its invoice.

The flow runs with its owner's permissions, so the owner needs Issue documents to issue automatically.

Ask Axis

Ask Axis can list, draft, issue, convert, share and send documents. It always asks before issuing, cancelling or sending.