Scope and service items
Check which services you are pricing. Keep delivery and revision details in client notes and use the document fields available in the app.
Quote to invoice software Write the quote once. Keep the payment in view.
Use Defter Pro to select a client, add service line items and amounts, and share a quote as a PDF. Convert a sent or accepted quote into an invoice with the same items and currency, then track payments in the client account. Start by creating an account in the app.
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Step by step
How to create a quote and turn it into an invoice
Five steps from client to payment, all in the same client account.
Start for free- 01
Choose the client and scope
Open the client record and check the contact details. Keep the project scope and meeting notes in notes linked to that client, so the price remains connected to the work you discussed.
- 02
Separate your service line items
List design, development, photography or consulting as distinct items. Check quantity, unit price and currency. For hourly work, enter the quantity yourself; Defter Pro does not measure time worked.
- 03
Share the PDF quote
Review the draft, then download or share it as a PDF. To email it from your own address, configure your company’s SMTP settings. Track the quote as sent, accepted or rejected.
- 04
Convert an eligible quote
Turn a sent or accepted quote into an invoice while retaining its items, amounts and currency. This creates a tracking document; it does not submit a document to an official e-invoicing platform.
- 05
Record payments and the balance
Record a deposit or partial payment when it arrives. Review the remaining balance, upcoming due dates and overdue records in the client account. Send a payment reminder through email or your phone’s sharing options.
Example
Example: a graphic design quote and two payments
For a branding project, list logo design, business card adaptation and social media graphics as separate items. This is an illustrative workflow, not customer or pricing data. Agree the scope with the client, share the PDF quote and convert the sent or accepted quote into an invoice. If the client pays in two parts, record each payment separately and review the remaining balance in that same client account.
Three checks before you send a quote
Currency and total
Review quantities, unit prices, currency and any taxes you apply. The free plan includes your reporting currency and 1 additional currency.
Document and follow-up
Check the quote status. For repeat work, create a separate recurring service and choose a daily, weekly, monthly or yearly interval.
Quote, invoice record and payment: what changes?
Quote
A quote presents the work and its proposed price.
Invoice record
An invoice record helps you track the amount and due date of a sale or purchase.
Payment record
A payment record shows money you have actually received or paid.
Accepting a quote or converting it into an invoice does not mean that the client has paid; record the payment separately.
Know what is included
Free forever
Defter Free is free forever. Invoices, quotes and recurring invoices are unlimited, with 10 active contacts, 1 company, your reporting currency and 1 foreign currency.
Pro · Coming soon
Pro purchasing is not open yet. Unlimited contacts, multiple companies, unlimited currencies and read-only client account sharing are part of Pro.
Questions about quotes and invoices
Is the quote to invoice workflow free?
Yes. Defter Free has no quantity limit on quotes or invoices. Its limits are 10 active contacts, 1 company, your reporting currency and 1 foreign currency. An app account is required.
Does every quote automatically become an invoice?
No. You choose to convert a sent or accepted quote. Recurring invoices are generated separately according to an active recurring service’s schedule.
Can I send a PDF quote from my own email address?
Yes. You can share a PDF. Sending it from your own email address requires your company’s SMTP settings.
Can I create a quote on this page without signing up?
This page explains the workflow. To create a quote, open the Defter Pro app, create an account, and enter your client and service details.
Start with your first client record.
Add a contact and send a quote; the invoice, follow-up and payments stay in one place.