Guide 3 of 6

From proposal to invoice

Name: Poseidon
Rating: 4.9 (150 reviews)

Write a proposal, get your customer's e-signature, then invoice the accepted work.

Who this is for

Admins and Office staff write and send proposals. Only admins create invoices.

Before you start

Your customer is in Poseidon under Customer Relations → Customers. You can also add them from the proposal form.
Your customer's email address. Poseidon sends the proposal to it.

Go to Sales → Proposals and click New Proposal.
Enter a Title and choose the Customer, or pick Create new customer. Add a Project, Due Date and Type of Work if you like. Click Create Proposal. The new proposal opens.
Under Scopes, click Add Scope and choose New Scope (name it and click Save scope) or From Template.
In the scope, under Labor and under Materials, click Add. Choose Add Manually to type a line and its price, From Preset for labor, or From Catalog or Import Kit for materials. A proposal needs at least one scope, at least one priced line and a total above $0.00.
Click Validate. Poseidon locks the scopes and makes the PDF.
Click Send to Client, check To, Subject and your message, and send it. Your customer gets an email with a View Proposal & Respond button.

Your customer opens the proposal, types their full name to sign, ticks the agreement box and clicks Approve Proposal. They can also click Decline.
Poseidon marks the proposal Accepted, creates its sales order and lets your team know.
Did your customer say yes by phone call or on paper instead? Click Accept on the proposal yourself.

An admin clicks Create Invoice on the accepted proposal. Poseidon fills in the New Customer Invoice form from the proposal. Check the lines and click Create Invoice.
On the invoice, click Send to email it to your customer with the PDF attached.
When your customer pays, click Record Payment and enter the Payment Amount, Payment Date and Payment Method.

Each payment you record lowers the invoice's balance due.
On an accepted proposal, View Sales Order opens its sales order.
Office staff see "Next step: an admin creates the invoice for this proposal" on accepted proposals.

Can I change a proposal after I validate it?: Scopes are locked while a proposal is validated. To change them, choose Edit on the proposal in the Proposals list and set its status back to Draft.
How does my customer pay?: Your customer gets the invoice as a PDF by email and pays you the way you agreed. You record each payment on the invoice with Record Payment.
Why don't I see Create Invoice?: Only admins create invoices. Office staff see a note that an admin creates the invoice for the proposal.