Creating Invoices
Generate professional invoices from your accepted proposals with your payment details and send them to clients.
What you'll learn
- ✓How to create invoices from proposals
- ✓Setting up your payment methods (bank, PayPal)
- ✓Sending invoices and tracking payments
- ✓Deposit vs full invoices
- ✓Setup & strike day pricing
Add your payment methods
Go to Settings → Payments tab. Click "Add Payment Method" and enter your bank details (account name, bank, IBAN, SWIFT) or PayPal email. These details will appear on every invoice you send. You can add multiple methods and set one as default.
Pro tip: Add at least one bank account — most B2B clients prefer bank transfer for AV equipment payments.
Create an invoice from a proposal
Open any proposal that has been sent or accepted. Click the "Create Invoice" button in the header. You'll be asked to choose between a Deposit Invoice (for the deposit you set, whether a percentage or a fixed amount) or a Full Invoice (100% of the total). CueQuote copies all line items, client details, and pricing from the proposal.
Review and customize the invoice
The invoice editor opens with pre-filled data from the proposal. Review the invoice number (auto-generated as INV-0001, INV-0002...), issue date, due date, and line items. You can edit any field, add or remove items, and adjust quantities or prices.
Select a payment method
Choose which payment method to display on the invoice from the dropdown. The selected method's details (IBAN, SWIFT, etc.) will appear in the "Payment Instructions" section of the invoice PDF, along with the invoice number as reference.
Download the invoice PDF
Click the download button to generate a professional invoice PDF. It includes your company branding, a formal "INVOICE" header, line items table, totals with VAT, payment instructions with your bank details, and a reference number. When an invoice is marked as paid, a green "PAID" watermark appears.
Send and track the invoice
Click "Send" to email the invoice to your client with the PDF attached. CueQuote automatically adds a personalized greeting addressed to your client by name. The invoice status changes from Draft to Sent. Once you receive payment, click "Mark as Paid" to record it. You can also record partial payments.
Pro tip: Add a note asking clients to include the invoice number as the payment reference — this makes reconciliation much easier.
Setup & strike day pricing
CueQuote separates event days from setup (installation) and strike (teardown) days. Equipment is charged at a configurable rate for setup/strike days — 0% (included free), 50% (half rate), or 100% (full rate). Labor is always charged at full rate for all days. Set your company default in Settings > Proposals.
Pro tip: In Poland, 50% equipment rate on setup days is standard. In the Gulf and MENA, 100% is typical. Set your default once and forget.
Raise a proforma when there is no proposal
A proforma requests payment without being a tax invoice, which is what you want for a deposit on work agreed by phone. Click New Proforma on the Invoices page and fill it in exactly like an invoice. It takes its own PI- number so your INV- series stays gapless, it refuses payments, and it is never filed to KSeF. When the client confirms, Convert to invoice issues a real invoice with the next number in your series and today's date, and keeps the proforma linked to it.
Pro tip: Convert on confirmation, not when you send it. The tax point is the client agreeing, and converting early puts a number into your series for work that may not happen.
Choose the invoice currency
Every invoice and proforma has its own currency, set in Details. It starts at the default from Settings, but you can pick another for one document without changing your default, for example USD for one client while your accounts stay in EGP. On a draft you can still change it: CueQuote shows every line converted at today's rate and changes nothing until you confirm. An invoice created from a proposal keeps the proposal's currency, so change the proposal instead.
Pro tip: Pick the currency before adding lines. Changing it later converts the prices at today's rate, which may not be the figure you agreed with the client.