Quotes and recurring invoices

Some work gets approved before you bill it, and some gets billed the same way every month. Quotes cover the first; recurring invoices cover the second.

Quotes

You build a quote in Factuly just like an invoice: pick the client, add the lines (from your catalogue too) and set how long it's valid.

• Send it by email from Factuly, with the PDF attached. If it was a draft, sending it marks it as sent and gives it a number.
• Track where it stands: draft, sent, accepted, rejected or expired. Mark it accepted or rejected when the client replies.
• When they say yes, turn it into an invoice. The client, lines, withholding and notes move into a draft invoice, which you check and issue. From the quote you can open the invoice it became.

A quote isn't a tax document: it doesn't count towards your taxes until it becomes an invoice and you issue it.

Search quotes by number, client or notes, and filter them by status.

Recurring invoices

A monthly retainer, a quarterly maintenance fee, a yearly licence. Set up the template once and Factuly creates the invoice on the right day.

For each recurring invoice you choose:

• The client and the lines, as on any invoice.
• How often: monthly, quarterly or yearly.
• The date of the first invoice and, if you want, an end date.
• What happens when it's created: - it stays as a draft for you to review; - it's issued; - it's issued and emailed to the client (the client needs an email address for this).

You can pause it. While paused, nothing is created; when you resume, the invoices that fell due in the meantime are created.

Once it has created invoices, the frequency and first date are fixed. If you delete it, the invoices it already created stay.

Each invoice's sending history shows whether it went out on its own from a recurring template or whether you sent it.

It all ends up in the same place

What comes out of an accepted quote or a recurring template is an ordinary invoice: series number, PDF, payment status and, if you invoice from Spain, its Verifactu record. See Invoices.

And like any invoice, it adds to the quarter's VAT and income tax, which you follow in Taxes and quarterly plan.