Before you begin
- Be signed in to the account that owns the client and commercial record.
- Confirm customer, scope, prices and tax treatment are correct before sending or relying on a document.
Create a commercial workflow
- 1
Open Quotes and create or edit the quote for the correct client.
- 2
Add line items and text, using your reusable templates where appropriate.
- 3
Review totals, scope and customer details before treating the quote as ready for use.
- 4
When work needs invoicing, use the quote-to-invoice workflow or create an invoice for the correct client.
- 5
Record partial or full payment state in the invoice workflow when payment is actually received.
- 6
Use the document print/PDF output when you need a stable customer-facing copy.
Quote-to-invoice behaviour
VoltMate resolves the source quote inside the signed-in account and carries the associated account/client relationship into the invoice workflow. Existing invoices linked to a quote are surfaced so an additional invoice is an explicit action rather than an accidental duplicate.
Common mistakes
- Marking an invoice paid before the payment has actually been received.
- Creating a duplicate invoice because an existing invoice linked to the quote was not checked.
- Using a reusable line item without reviewing the current price, quantity or wording.
Professional and legal responsibility
Troubleshooting
If conversion or download fails, reopen the owned quote or invoice and confirm it still exists in your account. Invoice PDF access is authenticated and draft documents can have different availability from issued/customer-ready records.