Every sale that starts with a quote creates a workflow risk: the customer approves the quote, you need to create an invoice, and in the process of re-typing the same information into a different form or different system, errors creep in. Wrong quantities, wrong prices, wrong product codes. Or the quote sits in an email and never becomes an invoice because it got buried.
iMagic Inventory eliminates this risk entirely. Quotes and invoices live in the same system, built on the same screen. Converting an approved quote to a final invoice is a single action — no re-typing, no errors, no lost quotes.
Why Managing Quotes Properly Matters
A quote is a commitment to a price and a delivery. If you’re sending quotes out of a word processor or spreadsheet and then manually creating invoices separately, you’re doing the same data entry twice. Worse, you have no systematic way to track which quotes are pending, which have been approved, and which have gone cold.
With iMagic Inventory, every outstanding quote is visible. You can follow up on them systematically, convert them when approved, and report on your quote-to-invoice conversion rate.
Creating a Quote
iMagic Inventory lets you create a quote using the exact same screen as an invoice. Open a New Quote from the main menu, select the customer, add line items from your inventory (the same way you would on an invoice), and save it. iMagic Inventory stores the quote with a quote number and status, linked to the customer’s record.
Because line items are pulled from your iMagic Inventory product list, all pricing is current and consistent. You’re not guessing at prices or copying them from a separate price list — iMagic Inventory provides them automatically.
Sending and Tracking Quotes
Once a quote is created, iMagic Inventory lets you print it or email it to the customer directly. The quote document looks professional and branded, with your business details, the customer’s details, an itemised list, and the total.
iMagic Inventory keeps your quotes visible in View > Invoices with a different status from invoices. You can filter the list to show only open quotes and identify which ones need follow-up. A quote that was sent two weeks ago without a response is a sales opportunity waiting to be chased.
Converting to an Invoice
When the customer approves a quote, open it from your quote list in iMagic Inventory and convert it to an invoice. iMagic Inventory copies all the line items, pricing, and customer details into a new invoice document. You confirm the conversion, and iMagic Inventory creates the invoice with a new invoice number. The original quote is marked as converted.
From that point, the invoice behaves like any other invoice: it appears in View > Invoices, it can be printed or emailed, and when finalised, iMagic Inventory reduces your stock quantities accordingly.
How to Create a Quote and Convert It to an Invoice
- In iMagic Inventory, open a New Quote from the main menu.
- Select the customer from your customer list in View > Customers, or add a new one.
- Add products to the quote from your inventory, just as you would on an invoice. iMagic Inventory populates prices and tax settings automatically.
- Add any notes or special conditions to the quote in the notes field.
- Save the quote. Print or email it to the customer using the buttons at the top of the screen.
- To track outstanding quotes, go to View > Invoices and filter by status to see open quotes.
- When the customer approves the quote, open it in iMagic Inventory and click the Convert to Invoice option.
- Review the invoice details and confirm. iMagic Inventory creates a new invoice automatically.
- Finalise the invoice to process the sale and update your inventory.
Getting Your Quote Conversion Rate Up
Businesses that track their quotes actively convert more of them. At the end of each week, review your open quotes in iMagic Inventory. For quotes that are a week old without a response, send a brief follow-up. For quotes that are more than three weeks old without a decision, make a phone call. The systematic visibility that iMagic Inventory provides is what turns casual enquiries into completed sales.
Download iMagic Inventory free for 30 days and start managing your sales process from quote to invoice today.