How does a quote become an invoice?

A signed quote automatically switches to 'accepted'. You can then convert it into an invoice, conversion is restricted to accepted quotes. Numbers are sequential with no gaps.

Can invoices be created from a session?

Yes. From a session's Funding section, priced enrolments are grouped by company: one draft invoice per company, one line per learner.

Can I issue a credit note?

Yes. From an issued invoice, create a full or partial credit note. The balance and payment status are recomputed automatically.

Is a quote legally binding before being signed?

No. A quote is a proposal. It becomes binding when signed via Certeef Sign (electronic signature with audit trail). The signed PDF is then archived.

Quotes and invoices

Edit quotes sent for signature, convert them into invoices, and generate invoices from the funded enrolments of a session.

Updated on June 14, 2026 Read: 6 min

Quotes and invoices cover the sales cycle, from proposal to payment, with sequential, gap-free numbering.

Prerequisites

Admin role.

1. Create and send a quote

From Sales → Quotes, click New quote.
Add free lines (with an optional link to a training) and set unit prices.
Net / VAT / gross totals are computed live.
Preview the PDF in the side panel.
Click Send for signature to send via Certeef Sign.

Before sending, you can edit the email (recipient, subject, body). The template is reusable, see Journal and email templates.

Tip: a signed quote automatically moves to accepted. Deleting a quote is restricted to drafts, this preserves the audit trail.

2. Convert a quote to an invoice

Once the quote is accepted:

Open the quote.
Click Convert to invoice.
Review the lines (they can be adjusted before issuance).
Click Issue : the invoice number is allocated and the lines frozen.

3. Generate invoices from a session

From a session’s Funding section:

Click Generate invoices.
Certeef groups funded enrolments by company.
One draft invoice is created per company, with one line per learner.
Review and issue each invoice.

Tip: generating invoices from a session is the fastest path when all learners have the same funder.

4. Credit notes and payments

From an issued invoice:

Create a credit note (full or partial) : the balance is recomputed automatically.
Record a payment : the status updates to “paid” (or “partially paid”).

The invoice is emailed with a secure download link (no attachment in the email).

What’s next?

Manage funding : track funder details per enrolment.
Financial and BPF exports : export for OPCO filings and the BPF annual report.

Frequently asked questions

How does a quote become an invoice?: A signed quote automatically switches to 'accepted'. You can then convert it into an invoice, conversion is restricted to accepted quotes. Numbers are sequential with no gaps.
Can invoices be created from a session?: Yes. From a session's Funding section, priced enrolments are grouped by company: one draft invoice per company, one line per learner.
Can I issue a credit note?: Yes. From an issued invoice, create a full or partial credit note. The balance and payment status are recomputed automatically.
Is a quote legally binding before being signed?: No. A quote is a proposal. It becomes binding when signed via Certeef Sign (electronic signature with audit trail). The signed PDF is then archived.