Quotes and proformas

Money

Money

Some countries

Quotes and proformas

Offer first, invoice when they say yes.

The problemCustomers want a price before they commit, and retyping an accepted offer into an invoice invites mistakes.

The resultSend a quote or a proforma, then turn it into a real invoice in one step once the customer agrees.

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Example with sample data. Nothing here is real.

What you can do

  • Write a quote for a customer with lines, an issue date and an expiry date
  • Download the quote as a PDF in English, German, Italian or French
  • Keep a proforma as a non-binding preview of the invoice to come
  • Convert an accepted quote or proforma into a posted invoice in one step
  • Void a quote or proforma that is no longer wanted
  • Filter quotes and proformas by customer, status and date

How it works

  1. Write it

    Under Invoicing, open Quotes or Proformas and choose New. Pick the customer, add the lines and set the dates. A quote shows an expiry date that tells the customer how long the offer stands.

  2. Send it

    Download the PDF in the language you need and send it to the customer. Nothing is owed yet, and no payment can be recorded against a quote.

  3. Convert it

    When the customer agrees, choose Convert to invoice. The invoice is posted straight away with the next number of the invoice series. A quote stays on record marked Converted; a proforma in Switzerland turns into the invoice itself.

Who can use it

Owners, Admins, Managers and Accountants can use this.

Available in the countries where Heyva supports it.

Seeing quotes needs the permission to view quotes and writing one needs the permission to create quotes. Converting a quote needs the permission to create invoices, because it issues one. Converting a proforma needs the permission to update invoices. By default Owners, Admins and Managers can write quotes.

Ask Heyva AI

  • Show my open quotes

  • Create a quote for a customer

  • Convert the latest quote to an invoice

Questions

Is a quote an invoice?
No. A quote is an offer. It has its own number and an expiry date, but nothing is owed, nothing is booked and no payment can be recorded on it. It only becomes an invoice when you convert it.
What happens to the quote when I convert it?
The quote stays on record and is marked Converted. The invoice is a separate, numbered document. If you convert the same quote again you get the same invoice back, not a second one.
What is the difference between a quote and a proforma?
A quote is an offer you send before work starts. A proforma is a tax-neutral preview of the invoice, useful when the customer needs an invoice-shaped document before the real one. In Switzerland a proforma becomes the invoice when you convert it, while a quote leaves a new invoice behind.
Can I change a quote after I sent it?
Void it and write a new one. A voided quote cannot be converted, so the old offer cannot come back by accident.
Where do quotes from online bookings go?
A service that is quoted rather than priced creates a quote when a customer books it online. It shows in Quotes, and in the Awaiting payment queue with a link to the quote instead of a payment button, because nothing is owed until the quote is priced and accepted.

In more detail

A quote and a proforma are both documents you can send before any money is owed. Converting one is a single step, so the accepted lines are never retyped.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_create_quote
  • heyva_list_quotes
  • heyva_convert_quote_to_invoice
  • heyva_convert_proforma_to_invoice

About AI agents and MCP

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Last reviewed 31 October 2026