Managing Invoices and Quotes

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Category: Account & Billing

Managing Invoices and Quotes in Dolibarr

Dolibarr makes it easy to generate, track, and manage quotes and invoices for your services, products, or recurring billing. Whether you're billing clients one-time or managing long-term retainers, this guide shows you how to stay organized and professional.

Creating a Quote (Proposal)

Quotes (also called proposals) are useful for outlining pricing before work begins.

  1. Go to Commercial > Proposals/Quotes
  2. Click New Proposal
  3. Select the third party (client or prospect)
  4. Add:
    • Title of the proposal
    • Products/services with quantity and pricing
    • Any discounts or tax rules
  5. Save and validate
  6. Generate a PDF to send to the client or share via the client portal

Pro Tip: You can clone existing proposals to reuse formats and pricing.

Converting a Quote to an Invoice

Once the client approves your quote:

  1. Open the validated quote
  2. Click Create Invoice
  3. Modify quantities, notes, or due dates if needed
  4. Save and validate the invoice

Invoices are automatically linked to their originating proposal.

Recurring Invoices

If you bill regularly (monthly, quarterly, etc.):

  • Go to Billing > Recurring Templates
  • Create a new template with:
    • Frequency (e.g. every 1 month)
    • Start and end dates
    • Linked third party and items
  • Activate the template

Dolibarr will auto-generate invoices based on your schedule.

Payment Tracking

Each invoice can be marked as:

  • Draft
  • Validated
  • Paid (partial or full)

You can:

  • Record payments manually (e.g., checks, cash)
  • Connect to payment gateways for automated processing
  • Track overdue payments with reminders or reports

Invoice and Quote Reports

Under Billing > Reports, view:

  • Unpaid invoices
  • Invoices by month, client, or status
  • Proposal conversion rates

Use filters and export options to generate accounting records or performance overviews.

Permissions and Access

Only users with proper permissions can:

  • Create, edit, or delete invoices/quotes
  • Apply discounts or issue credits
  • View financial totals

Roles and access can be managed in your Dolibarr admin panel or via the Client Portal settings.

Need Help?

  • Open a support ticket if something doesn’t calculate correctly
  • Use live chat for real-time help
  • Visit the Knowledge Base for invoice customization and formatting guides

Accurate invoicing means faster payments, better client relationships, and clearer records. Dolibarr makes it simple - and we’re here to support you every step of the way.

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