How to Create and Manage Estimates & Invoices in vcita

Overview

vCita allows businesses to create, customize, and send estimates and invoices to clients. Estimates provide a preliminary cost breakdown, while invoices serve as finalized payment requests. Businesses can also convert approved estimates into invoices seamlessly.

This guide covers how to:

• Create and customize estimates
• Convert estimates into invoices
• Create and manage invoices
• Set payment terms and conditions

1. Creating a New Estimate

Step 1: Navigate to the Estimates Section

1. Go to Payments > Estimates in the dashboard.
2. Click "New" at the top of the page.
3. Select "Estimate" from the dropdown menu.

Step 2: Select a Client

1. The client picker will appear.
2. Choose an existing client or add a new client.

Step 3: Build the Estimate

1. Add the products or services and enter the corresponding costs.
2. Enable client signature approval by checking the "Client Signature" box.

Step 4: Finalize the Estimate

1. Click "Save Draft" to store the estimate or "Send" to issue it immediately.

2. Customizing Estimates

Editable Fields

• Business Information – The estimate will automatically include the business logo, name, and address, which can be updated in Settings > Business Info.
• Estimate Label – The title at the top of the estimate (e.g., "Quote" instead of "Estimate").
• Currency – Defaults to the account currency but can be changed.
• Estimate Number – Auto-increments to ensure uniqueness.
• Purchase Order – Can reference a shipping or order number.
• Issue Date – The date the estimate is issued (can be backdated).
• Due Date – The deadline for approval or rejection (reminders can be sent automatically).
• Item List – Lists services or products included in the estimate.
• Terms and Conditions – Business policies, defined in online payment settings.
• Notes – Personalized messages for clients.
• Grand Total – Automatically calculates totals, including taxes and discounts.

3. Converting an Estimate to an Invoice

Once a client approves an estimate, it can be converted into an invoice for payment.

Steps to Convert an Estimate to an Invoice

1. Navigate to Payments > Estimates.
2. Locate the approved estimate.
3. Click "Issue Invoice."
4. The system will automatically generate an invoice based on the estimate details.
5. Review the invoice and make any necessary adjustments before sending.

4. Creating a New Invoice

Step 1: Navigate to the Invoices Section

1. Go to Payments > Invoices and Bookings.
2. Click "New" at the top of the page.
3. Select "Invoice" from the dropdown menu.

Step 2: Select a Client

• The client picker will appear.
• Choose an existing client or add a new client.

Step 3: Build the Invoice

1. If the client has any due or overdue payments, they will automatically be added to the invoice.
2. Modify the invoice by:
   • Removing items (click the trash can icon).
   • Adding additional services or products.
3. Adjust payment terms (due date, currency, tax rates).

Step 4: Finalize and Send the Invoice

1. Click "Save Draft" to review later or "Send" to issue the invoice immediately.
2. Once paid, all associated payment requests will be marked as paid and closed.

5. Customizing Invoices

Editable Invoice Fields

• From – The business logo, name, and address (modifiable in Settings > Business Info).
• To – The client receiving the invoice (additional recipients can be CC’d).
• Invoice Label – Default title is "Invoice," but it can be changed to "Receipt" or "Statement."
• Currency – Can be adjusted per invoice.
• Invoice Number – Auto-increments for tracking.
• Purchase Order – Optional field for referencing external orders.
• Issue Date – The date the invoice was created (can be backdated).
• Due Date – The final deadline for payment.
• Item List – Displays the services and products billed.
• Notes – Custom messages for the client.
• Terms and Conditions – The business's payment policies.
• Online Payment Options–
  • Defaults to the business account payment settings.
  • Allows full or partial payments (can be enabled or disabled).
  • Installment payments can be offered to specific clients.
• Grand Total – Automatically includes all taxes and discounts.

6. Key Takeaways

• Estimates provide cost breakdowns, while invoices request payment.
• Businesses can customize estimates and invoices with branding, payment terms, and item lists.
• Approved estimates can be converted into invoices for easier processing.
• Invoices automatically track outstanding balances, ensuring accurate payment records.
• vcita provides reminders and follow-ups to help collect payments on time.

For additional support, visit the Payments section.