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.
Go to Orders > Quotes & invoices
Directly validate or cancel the quote from the list overview
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.