# Example: From quote to invoice

> Step by step with screenshots: write a quote, let the customer accept it online, arrange an appointment, get the work signed off and send the invoice in the …

Source: https://1x1it.de/en/wiki/workorderagent/beispiele/angebot-auftrag-rechnung/

Example · step by step · 38 steps

# From quote to invoice: one order, step by step

A complete run-through using one example: write a quote, let the customer accept it online, arrange an appointment, do the work on site and have it signed off, then send the invoice. With screenshots from the WorkOrderAgent and from what the customer sees.

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Typos are no problem. The search also finds similar terms and German words.

## In this guide

- Before you start: payment terms for the customer
- Part 1: The quote
- Part 2: The customer accepts
- Part 3: Arrange the appointment and travel there
- Part 4: Work on site and get it signed off
- Part 5: Invoice and payment

Worked through with the test customer “Hans Mustermann”. Other names and amounts in the screenshots are sample data.

## Before you start: payment terms for the customer

- ### Store payment terms and early payment discount for the customer Menu ERP-Modul Kunden Kunde bearbeiten In the customer settings you set the payment terms, the early payment discount and the discount period. Every new transaction for this customer takes these values as its default. The same page holds the SEPA mandate, hourly rate, distance, price group and travel costs. Sample data Click to enlarge.

## Part 1: The quote

- ### Create a new transaction Menu Dashboard Neuer Vorgang Search for the customer (name, customer number, town or email), choose the type “Angebot” (quote), enter a subject and save. The quote gets its number straight away. Sample data Click to enlarge.
- ### Line items from the item catalogue Under “Position hinzufügen” (add line item) you search by description, item number, EAN or manufacturer. Enter the quantity, press the green plus, and you’re done. Sample data Click to enlarge.
- ### Custom line items: materials, labour, travel Anything that isn’t in the item catalogue goes in under “Oder manuell” (or manually). Choose the type: material, service or travel. In Germany this split matters on tradespeople’s invoices, because your customer can only claim the labour share for tax purposes. The document shows the groups with subtotals. Sample data Click to enlarge.
- ### Offer optional line items Ticking “optional” (or “als optional anlegen” in the item catalogue) turns a line item into an option. It appears in the quote under “Optionale Zusatzleistungen” (optional extras) but does not count towards the total. The customer decides when accepting whether to add it. Sample data Click to enlarge.
- ### Adjust the early payment discount for this transaction The customer’s default discount is already filled in and can be changed per transaction. “Auf Beleg ausweisen” (show on document) prints the discount on the document, “Aufschlag auf Positionen” (add to line items) adds it to the prices beforehand. The values are locked when the document is posted. Sample data Click to enlarge.
- ### Payment terms: invoice, prepayment or deposit Choose how the customer pays: on invoice, fully in advance or with a deposit. For a deposit you enter the amount or percentage and the date it was received. The invoice then shows the balance due, in the e-invoice too. There is no separate deposit invoice as its own document. Sample data Click to enlarge.
- ### Note the work in keywords In the “Tätigkeiten” (work done) tab you name the device or area and describe in keywords what is being done, why and with what result. The “Logbuch” (log) and “Intern” (internal) tick boxes control where the entry appears. Sample data Click to enlarge.
- ### Let the AI write it up One click on “KI-Ausformulieren” (AI write-up) turns your keywords into a clean report. The AI runs on dedicated hardware, and your data is not sent to any outside service. It takes up to two minutes. Sample data Click to enlarge.
- ### Check and accept the suggestion The suggestion appears in the field, split into sections: cause of fault, work carried out, commissioning, fix. You can edit it freely or discard it with “Zurück zum Original” (back to original). The entry is only created when you click “Hinzufügen” (add). Sample data Click to enlarge.
- ### The finished entry The report is now in the transaction and can be edited further using the pencil icon. Sample data Click to enlarge.
- ### Attach photos as evidence In the “Bilder” (images) tab you upload photos, also with Ctrl+V or drag and drop, for example before and after shots or the materials fitted. With “An Kunde” (to customer) you decide for each image whether the customer receives it with the document. Sample data Click to enlarge.
- ### Provide data sheets and documents In the “Dokumente” (documents) tab you attach data sheets, manuals or certificates. “Im Portal sichtbar” (visible in portal) makes them available to the customer in the customer portal, and “Per E-Mail benachrichtigen” (notify by email) also sends them by email. Sample data Click to enlarge.
- ### Word and Excel documents in the transaction With the Office add-on you use “Neu” (new) to create Word or Excel documents directly in the transaction, from your own templates too, and edit them in the browser. Folders such as contracts, quotes and correspondence keep things tidy. Sample data Click to enlarge.
- ### Every change in the history The “Verlauf” (history) tab logs every change to the transaction with the time, the action and who made it. That way you can always see who did what and when. Sample data Click to enlarge.
- ### Check the quote as a PDF “Angebot-PDF” (quote PDF) shows you the document exactly as the customer will receive it: line items grouped by service and material, with optional extras listed separately below. Sample data Click to enlarge.
- ### Totals, validity and online acceptance At the bottom are the net amount, VAT and total, plus the total including all options and the validity of 30 days. The note “Angebot online annehmen” (accept quote online) takes the customer to the customer portal. Sample data Click to enlarge.
- ### Send the quote “Angebot senden” (send quote) at the top of the transaction finishes the quote. After a confirmation prompt it is locked and emailed to the customer. The status stays “Offen” (open) until the customer accepts. Sample data Click to enlarge.
- ### Confirmation: quote sent A green message confirms that it has been sent. Sample data Click to enlarge.

## Part 2: The customer accepts

- ### The quote email in the customer’s inbox The customer receives the quote as a PDF, along with the photos you released. At the bottom of the email is the button “Angebot jetzt annehmen” (accept quote now). Sample data Click to enlarge.
- ### Accept and sign online The link opens the customer portal. There the customer signs with a finger or the mouse. The quote is then stored unalterably, in line with German record-keeping rules (GoBD). Sample data Click to enlarge.
- ### Add options The customer ticks optional line items one by one, and the final price updates instantly. “Angebot verbindlich annehmen” (accept quote as binding) completes it. Sample data Click to enlarge.
- ### Follow the order in the portal The quote has automatically become an order. In the customer portal the customer sees their transactions with status, plus invoices, documents, sign-offs, appointments and their SEPA mandate. Sample data Click to enlarge.
- ### On your side: a new order in your open tasks The dashboard shows the message “Angebot angenommen” (quote accepted) with the order number. The order appears in your open tasks and recent transactions, with the amount including the options chosen. Sample data Click to enlarge.

## Part 3: Arrange the appointment and travel there

- ### Propose up to three appointments In the order, use “Terminvorschläge” (appointment proposals) to send the customer one to three times to choose from. Alternatively, “Neuen Termin anlegen” (create new appointment) books a fixed appointment directly, or “Arbeit starten” (start work) lets you begin straight away. Sample data Click to enlarge.
- ### The customer chooses by email The proposed times are held for the customer. They click “Diesen Termin annehmen” (accept this appointment) or ask for a new proposal. After five days the proposal expires automatically. Sample data Click to enlarge.
- ### Appointment confirmed The customer sees their appointment and can add it to their calendar. They can cancel up to 24 hours beforehand. Sample data Click to enlarge.
- ### Confirmation with calendar file The customer also receives a confirmation email with the calendar file attached. Sample data Click to enlarge.
- ### The appointment is in your calendar On your side the appointment lands automatically in your calendar on PC and phone, with the customer, order number and job address. The proposals that weren’t chosen are deleted. Sample data Click to enlarge.
- ### The customer knows when you’ll arrive As soon as you set off, the customer receives an email with your expected arrival time, travel time and route. Sample data Click to enlarge.
- ### Optional: live tracking of your journey Using the link in the email, the customer sees your position and the remaining time on a map. The view updates itself and ends when you arrive. This feature is optional. Sample data Click to enlarge.

## Part 4: Work on site and get it signed off

- ### Start the job On site you start the order online on the PC (“Einsatz starten” (start job) in the dashboard or “Arbeit starten” (start work) in the order) or offline with the Android app. The app transfers everything as soon as it has a signal again.
- ### Switch on the acceptance report If the customer should formally sign off the work, switch on the report in the “Abnahme” (sign-off) tab. Tip: switch it on in the order, not in the quote, otherwise the customer receives it with the quote already. Sample data Click to enlarge.
- ### Tick off items, record defects The report items come from the work entries and can be changed freely. For each item there is “abgenommen” (accepted) or “mit Mangel” (with defect), plus the sign-off date, place, date for remedial work and comments. Sample data Click to enlarge.
- ### Have the customer sign The customer signs the order and the sign-off directly on the device. “Mit Unterschrift abschließen” (complete with signature) saves everything together. If defects are still open, a follow-up report is created automatically. Sample data Click to enlarge.

## Part 5: Invoice and payment

- ### Turn the order into an invoice With “→ Rechnung” (to invoice) the invoice is issued straight away: it gets its invoice number, is posted and is emailed to the customer, together with the signed work order and the photos. The e-invoice is embedded in the PDF. If you’d rather check the invoice first, create a draft invoice and copy the line items over from the order. Sample data Click to enlarge.
- ### The invoice in the customer’s inbox The customer receives the invoice by email, with the signed work order, the invoice PDF with embedded e-invoice and the released photos attached. The email shows the line items by service and material, the amount due, the due date and your bank details. The option the customer accepted is now a normal line item. Sample data Click to enlarge.
- ### Payment received When the money arrives, bank reconciliation matches the payment to the invoice, including payments with early payment discount or part payments. Alternatively, mark the invoice as paid under Buchhaltung → Debitoren (accounting → receivables). Once issued, the invoice is locked, and corrections are made by cancellation or credit note.

Keywords [create a quote](https://1x1it.de/en/wiki/workorderagent/?q=create%20a%20quote) [write an invoice](https://1x1it.de/en/wiki/workorderagent/?q=write%20an%20invoice) [order](https://1x1it.de/en/wiki/workorderagent/?q=order) [customer portal](https://1x1it.de/en/wiki/workorderagent/?q=customer%20portal) [appointment proposal](https://1x1it.de/en/wiki/workorderagent/?q=appointment%20proposal) [acceptance report](https://1x1it.de/en/wiki/workorderagent/?q=acceptance%20report) [signature](https://1x1it.de/en/wiki/workorderagent/?q=signature) [guide](https://1x1it.de/en/wiki/workorderagent/?q=guide)

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