Quotes & estimates
A quote is a promise about price. An invoice is a request for money. GBooks Air keeps them properly separate (quotes never touch your revenue or tax numbers) while making the handoff between the two instant.
Creating a quote
From Quotes → New, the editor works just like invoices: customer, line items, tax treatment, with an expiry date instead of a due date. The PDF matches your invoice styling, clearly labelled as a quote, so a client sees one consistent brand from the first estimate through to the final bill.
Why the expiry date actually matters
Prices move, especially anything tied to materials. An expiry date ("valid for 30 days") protects you from a client accepting a price you quoted six months ago. Expired quotes get flagged in the list — re-issue with current pricing rather than honouring a stale one out of politeness.
Quote statuses
| Status | Meaning |
|---|---|
| Draft | Still working on it; client hasn't seen it yet |
| Sent | Delivered, waiting on the client's decision |
| Accepted | Client said yes — ready to convert |
| Declined | Didn't land, but kept for your records and pricing history |
| Expired | The validity window passed with no decision either way |
Converting to an invoice
On an accepted quote, choose Convert to invoice. Every line item, price, and tax setting carries straight over, the new invoice picks up the next number in your sequence, and it's dated today. Adjust anything the actual work changed (an extra line item, a deposit already received) and send it off. The quote stays linked, so you can always trace an invoice back to what was originally promised.
Your declined-quote history is quiet market research. If one type of quote keeps losing, the notes you keep on why (price, timing, scope) are worth more than any pricing guide you'll find online.
Still stuck?We're happy to help — email support@gshfinancial.com and a real person from GSH Financial will get back to you.
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