How quotes and invoicing work
Two documents carry the money: the quote (the offer) and the invoice (the bill). Both follow one rule that explains most of this section's behaviour: once a document has been in front of a client, it never silently changes. New numbers mean a new version or a new document — never an edit to the one they're holding.
🚧 Not written yet
This page is scaffolded — the outline below is what it will cover. Progress is tracked in gearflow#959.
What this overview will cover
- The quote lifecycle: draft → sent → accepted / declined / expired — and where versions fit
- Why a sent quote is a frozen snapshot of the project at that moment
- The invoice lifecycle: draft → issued → paid / voided
- The stored-PDF rule: the file the client got is the file Flow keeps — downloads always return the original bytes
- Where Xero fits — the ledger and payments live there once connected (setup lives in Integrations)
In this section
Create and send a quote
Turn the gear list into a client-ready PDF — preview, send, and revise it properly.
Discounts
Per-line and per-group discounts, in dollars or percent — and how they print.
Invoices
Issue the bill from the project's numbers — and what to do when it's wrong.
Payment profiles and deposits
Upfront or deposit-and-balance — set the client's payment terms once, apply them everywhere.