Quotes and invoices — Help

Quotes and invoices are the same document at different stages of a booking. A quote goes out to win the work; an invoice goes out to collect for it. In 1pm they share one editor (the same one you price an event's charges with), so a quote you've laboured over becomes the event, and the event's pricing becomes the invoice, without re-typing a thing.

This article covers setting your defaults, sending a quote, raising an invoice, and what happens as each moves through its stages.

Set your defaults first

Before your first quote or invoice, set up Tax & invoicing in your account (from your Account page). Two things live here:

Tax rates. Add the rates you charge, mark one as the default, and choose for each whether the tax is included in the price (GST, VAT) or added on top (US sales tax). These are the rates that appear on every line.
Invoice defaults. Set how many days after issue payment is due, how many days a quote stays open before it lapses (a separate number from payment terms, covered in when a quote runs out), your invoice number prefix (so numbers run as INV-0001, INV-0002), your default terms or payment notes, and your business or tax number with a label that suits your region (ABN, GST number, VAT number). The number and terms render live on every invoice, so updating them here updates every invoice you print or share, even ones already issued.

Sending a quote

A quote is raised on a lead, not an event, so it starts from the Leads inbox: open a lead and click Quote, at the bottom right of the reply box. That opens the quote editor, pre-filled with the lead's details. Build it exactly like an event's charges: add lines, pull from your items and packages, group them, set tax. Per-head lines bill against the guest count the lead gave you.

When it's ready:

Send to lead emails the quote to the lead through their existing email thread, with a link to a clean, read-only version they open without logging in. The quote moves to Sent.
Mark accepted when they say yes. This is the satisfying bit: 1pm creates the event as a confirmed booking and seeds its charges from the quote, so the pricing you quoted is already in place. The lead moves to Converted.
Decline marks the quote declined and the lead lost, so a "no" tidies itself away.

A lead is won by one quote. If you sent the client two options and they have accepted one, the other can't be accepted as well, by them or by you: the client is told you'll be in touch and you're notified. To switch them to the other option, open the accepted quote, unaccept it, then accept the one they want. A quote on a booking you have cancelled can't be accepted either; reopen the booking first.

If you take a sent quote back to draft, change it and send it again, a client who still has the old version open can't accept it. The page tells them the quote changed and asks them to check it again, so they only ever accept the figures they saw.

When you open a quote's link yourself while signed in, you see it as your client does, with the Accept and message buttons turned off, so testing the page never accepts the quote or messages you as the client.

A quote can be accepted or declined whether it's still a draft or already sent, so an in-person yes doesn't force you to email it first. That stays true after the quote's Valid until date has passed: the client loses their Accept button, you don't. See when a quote runs out.

Raising an invoice

Most invoices start from an event. On the event's Billing page, click Copy to draft invoice: 1pm snapshots the current pricing into a new draft. (For one-off billing with no event behind it, the Invoices page has a Blank invoice button that starts from scratch.)

A draft invoice is fully editable, with the same line editor as an event's charges. Open the Status, client link & details panel beneath it to fill in the rest:

Bill to, company, email, and address. Use Pick contact to prefill from one of your contacts. Contacts carry an Address and bill-to details field for the billing address, the make-out-to name and any ABN or company number, so picking a contact fills the whole block rather than just a name. Invoices raised automatically read the event's current Client contact, so re-pointing the Client after a lead is answered updates the next document rather than carrying the original lead forward. Where the client is a business, the document prints the company first and the person under it, which is what an accounts department needs to process it. An individual with no company on file prints one line exactly as before, and a contact that is only a company is not printed twice.
Issue date and due date (the due date defaults from your settings).
A reference for a PO or booking number.
Terms / notes, which fall back to your default terms unless you type something to override them just for this invoice.

If the event's pricing changed after you copied it, Sync from event pulls the current charges back in (this replaces the invoice's lines, so any manual edits to the invoice are discarded).

Copying a quote straight to an invoice

A quote normally travels through acceptance, terms and the event's folio. Sometimes none of that applies and the client simply needs something to pay.

Copy to invoice on the quote does that in one step: it copies the lines, the bill-to and the terms into a standalone draft invoice and drops you into its editor. It works on a quote in any status.

Two things about the copy. The quote is left exactly as it was, because this is a copy rather than a conversion, so a quote you may still win is not consumed by billing part of it. And the new invoice carries no link back to the lead's funnel, so it behaves like any invoice you made by hand and paying it does not fire the booking-confirmed automations.

Issuing, sending, and the freeze

Invoices follow the Xero model: a draft is editable, but once you issue it the figures are locked, so a sent invoice is a fixed record rather than a moving target. Move an invoice through its stages with the Mark Sent, Mark Paid, and Mark Void buttons in the status panel.

To get it to the client:

Email to client sends it to the bill-to email straight from 1pm.
Enable share link creates a read-only public link the client can open without logging in. Copy it, or revoke it later.
Print opens a clean, printer-ready version you can save as a PDF.

Your logo, business number, and terms render on all of these from your settings, so the document always carries your current details.

What else the client can do from the page

The public page a client opens can carry up to two extra buttons next to Download PDF, neither of which prints:

A booking button, so a client with a question picks a time with you instead of emailing for one. Off until you switch it on under Tax & invoicing, and covered in appointments and the booking page.
Open your run of show, when the client already holds a live link to the event this document is about, and the document is addressed to them. See sharing the run of show with your client.

Both work on a quote raised from a lead as well as on an invoice from an event.

Finding an invoice later

The Invoices page lists them all. Filter by status (Draft, Sent, Paid, Void), narrow by issue date, or search by number, client, event, or even a line item. Each event's Billing page also lists the invoices raised from it, so you can get there from either direction.

Filing a standalone invoice against an event

An invoice raised with Blank invoice, or copied straight off a quote, does not belong to an event yet. That is fine for a one-off, but it means the invoice is missing from the event's Billing page and from the lead's conversation, so nobody looking at the booking can see it.

The Belongs to picker on the invoice fixes that after the fact. Point it at the event and the invoice files itself there. Set it back to Not attached and it detaches again, so a mis-attach is not permanent.

Attaching to the event is also how an invoice reaches a lead. A lead has no invoice list of its own: it shows the invoices on the event it converted into. So there is one action here, not two.

One guard worth knowing. If the event you have chosen already holds a live invoice, the attach is refused and the existing invoice is named, rather than the event quietly ending up billed twice for the same thing. Deal with the one that is already there first.

Pricing an event covers the charges every invoice is copied from.
Your items catalog and packages covers the saved lines and bundles you build these documents from.
Getting paid: payments and online card payments covers recording payment and taking card online.
Turning a lead into an event covers the lead a quote is raised from.
When a quote runs out covers the Valid until date, lapsed quotes, and chasing a deadline before it passes.