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How to manage quotes and invoices

Learn how to create, validate, and track quotes and invoices — from initial quote creation to payment completion and document management in Smeetz.

Updated yesterday

1. Step-by-step guide

A. How to process quotes and invoices

1. Create and send a quote / invoice

  • Start by creating a quote and sending it via email to your customer.

  • Alternatively, you can send an invoice directly if no quote is needed.

To learn more about creating quotes or invoices, see “How to Create a Sale, Quote, or Invoice from the Back Office.”

2. Access your documents

  • Go to Orders > Quotes & Invoices to see all your quotes and invoices.

  • All documents are listed by booking reference, with unique Quote IDs and Invoice IDs.

3. Manually validate / cancel a quote

Once your customer signs/approves the quote, you must manually validate or cancel it in the Smeetz back office. There is no automation.

  1. Go to Orders > Quotes & invoices

  2. Directly validate or cancel the quote from the list overview

  3. Or open the quote > Actions > Validate or Cancel

Upon validation, the signed quote automatically becomes an invoice.

Cancelling a quote will cancel any associated tickets.

4. Send the invoice and process payment

  • After validation, email the invoice to your customer and wait for payment.

  • If payment is made by bank transfer or any external payment methos, reconcile it manually with your bank statements and manually add a payment in the order.

  • If payment is made via payment link, the invoice and payment status will update automatically.

To learn more about payment links, see "How to send a payment link"

B. How to view your quotes and invoices

1. Access your list of documents

  • All your quotes and invoices appear under Orders > Quotes & Invoices.

  • Documents remain grouped by booking reference, so a quote and its related invoice share the same reference.

    • A quote that was accepted and turned into an invoice will stay under the same booking reference.

    • All quotes and invoices have unique quote IDs and Invoice IDs.

2. Use filters and columns

  • Make sure to display the Company name column (how to manage lists and filters).

  • Filter documents by document status to quickly locate specific items.

    • You can see pre-created views with some of those statuses

Document Status

Description

Quoted

A quote has been created.

Invoiced

A quote has been validated or an invoice created directly.

Abandoned

A quote not validated within 30 days.

Refused

A quote has been refused.

Partially paid

An invoice is partially paid.

Paid

An invoice is fully paid.

Late payment

An invoice not paid after 30 days.

Cancelled invoice

A quote cancelled manually.

3. Manage document actions

Select a document, then click Actions to:

  • Export the document

  • Update details

  • Send the quote or invoice

  • Change the document status

    • Validate a quote (moves to Invoiced)

    • Cancel a quote (moves to Cancelled)

4. Order overview

  • Click on the booking reference to open the Order Overview.

  • This page provides detailed information about the related order, payments, and documents.

5. Quote and invoice status in order lists

  • When the quote is validated:

    • The invoice will appear under Completed Orders.

    • This happens because invoices are always considered “completed” in their booking state.

  • When the quote is paid in full before validation:

    • The order automatically moves to Completed Orders.

    • It will not appear under Orders with Balance, since no payment is pending.

  • When the invoice has not been paid:

    • The invoice will appear under Completed Orders.

    • The order will also appear under Orders with Balance.

  • When the invoice is fully paid:

    • The order will appear only under Completed Orders.

2. FAQ & quick fixes

  • Problem: My quote doesn’t appear in “Completed Orders.”

    • Solution: Check if the quote was validated. Only validated (or fully paid) quotes appear under Completed Orders.

  • Problem: My invoice appears in both “Completed Orders” and “Orders with Balance.”

    • Solution: This means payment is pending. Once payment is received, it will only appear in Completed Orders.

3. Limits

  • Works only with the integrated billing system.

  • Invoices always appear as “completed” regardless of payment status.

  • A quote paid in full skips the validation step and moves straight to Completed Orders.

4. What's next?

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