Quotes and invoices
Create professional quotes for B2B customers, send them for approval, and convert to invoices when training is complete.
Quotes let you send a formal price proposal to an organization before training begins. Once training is complete, quotes can be converted to invoices for payment.
Creating a quote
- 1Go to Admin → Quotes, or open a Deal and click Create Quote.
- 2Select the organization and primary contact.
- 3Add line items — each line item has a name, quantity, and unit price.
- 4Common line items: Training session (per class or per student), Instructor fee, Materials.
- 5Set an expiration date for the quote.
- 6Click Save Quote.
- 7Click Preview to see exactly what the customer will see.
- 8Click Send Quote to email it to the customer with a link to view and accept online.
What the customer sees
Customers receive an email with a link to view their quote online. The quote page shows your company branding, line items, total price, and an Accept button. When they accept, you are notified and the deal moves forward.
Converting a quote to an invoice
- 1Open the quote that has been accepted.
- 2Click Convert to Invoice.
- 3Review the line items — you can adjust quantities if the actual class size differed from the quote.
- 4Click Create Invoice.
- 5Send the invoice to the organization from the invoice detail page.
Managing invoices
All invoices are listed at Admin → Invoices. Each invoice shows status (Draft, Sent, Partially Paid, Paid, Void), total amount, and payment history.
From an invoice you can
- Record a payment (check, ACH, wire)
- Send a payment reminder email
- Download a PDF copy
- Void the invoice if there was an error
- View the full payment history for partial payments
Auto-invoicing
Organizations can be set up for automatic monthly invoicing. When enabled, the system automatically compiles all line items for that organization at the end of each billing cycle and generates an invoice. Configure this under the organization's settings.
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