Introduction
For years, the tradie workflow has been split in two. You've got your quoting app on one side and some dodgy spreadsheet or Word template on the other to handle invoices. That means double-handling every single job—typing the same client details, the same materials, the same line items—twice.
It's a massive waste of time, and it leads to errors that cost you money.
We've listened to what Australian tradies have been asking for, and we've delivered. QuoteMate now does invoices. That means you can go from initial quote to final payment without ever leaving the app. No more copying and pasting between tools. No more "I forgot to invoice that job" moments three weeks later.
In this article, we'll walk you through the complete quote-to-cash workflow—from creating your first quote to getting paid—and show you how the new tradie invoice app features work in practice.
Why Tradies Need Quoting AND Invoicing in One App
If you're using separate tools for quoting and invoicing, you're losing time and money in at least three ways:
1. Double Data Entry
Every time you re-type a client's name, address, and job details into a separate invoice tool, that's 10-15 minutes of unpaid admin. Multiply that by 20 jobs a month and you're looking at 5+ hours of mindless copy-paste work.
2. Pricing Discrepancies
When your quote lives in one system and your invoice in another, it's easy for numbers to drift. Maybe you updated the material quantities during the job but forgot to reflect that on the invoice. Or the client approved a variation but it only exists in a text message. One system means one source of truth.
3. Jobs Falling Through the Cracks
When quoting and invoicing are disconnected, it's surprisingly easy to finish a job and forget to invoice it entirely. A quote and invoice software that links the two ensures every accepted quote has a corresponding invoice.
How the New Invoice Feature Works
QuoteMate's invoice system is built on the same principles that make the quoting side great: speed, simplicity, and professional output.
Creating an Invoice from Scratch
If you need to invoice for a job that didn't start as a QuoteMate quote, you can create a standalone invoice:
- Tap "New Invoice" from the dashboard.
- Add your client details — or select an existing client from your contacts.
- Add line items — materials with real-time Bunnings prices, labour hours, and any extras.
- Set payment terms — due on receipt, 7 days, 14 days, or 30 days.
- Generate and send — a professional PDF invoice is emailed to your client in seconds.
Converting a Quote to an Invoice (The Game Changer)
This is where the real magic happens. Once a client accepts your quote:
- Open the accepted quote.
- Tap "Convert to Invoice."
- Review — all line items, materials, labour, and client details carry across automatically.
- Adjust if needed — add any variations or extras that came up during the job.
- Send — done. What used to take 20 minutes now takes 20 seconds.
The invoice retains the original quote number as a reference, so you and your client can always trace the invoice back to the agreed scope. No arguments, no confusion.
Professional Invoices That Get You Paid Faster
First impressions matter, even on invoices. A scribbled total on a piece of paper doesn't inspire confidence—or urgency to pay.
What Your QuoteMate Invoice Includes
Every invoice generated by the app features:
- Your logo and business details (ABN, licence number, contact info)
- Itemised breakdown of materials, labour, and extras
- GST calculated automatically — subtotal, GST, and total clearly displayed
- Payment terms and due date — prominently shown
- Your payment details — BSB/account, PayID, or BPAY reference
- Professional PDF formatting — clean, branded, and easy to read
Pro Tip: Including your payment details directly on the invoice removes a barrier for the client. They don't need to call you and ask "where do I pay?" — the answer is right there on the document.
Tracking Your Invoices
Sending an invoice is only half the battle. Knowing which ones have been paid, which are overdue, and how much you're owed at any given moment is critical for managing your cash flow.
The Invoice Dashboard
QuoteMate's invoice tracking gives you a clear picture:
- Draft — invoices you haven't sent yet
- Sent — invoices delivered to the client
- Paid — invoices that have been settled
- Overdue — invoices past their due date (highlighted in red so they're impossible to miss)
At a glance, you can see your total outstanding amount and which clients owe you money. No more guessing whether that deck build from three weeks ago has been paid.
Recording Payments
When money hits your account, recording the payment is simple:
- Open the invoice.
- Tap "Record Payment."
- Enter the amount — supports full and partial payments.
- Done — the invoice status updates automatically.
For jobs with progress payments (like a 50% deposit and 50% on completion), QuoteMate tracks each instalment so you always know the remaining balance.
The Complete Quote-to-Cash Workflow
Here's what the end-to-end process looks like in QuoteMate:
- Site visit — walk the job, take measurements.
- Create quote — use AI estimation and real-time Bunnings pricing.
- Send quote — professional PDF delivered to the client in minutes.
- Quote accepted — client approves the scope and price.
- Do the work — get on the tools.
- Convert to invoice — one tap carries everything across.
- Send invoice — professional PDF with payment details included.
- Track payment — record when you get paid, chase overdue invoices.
That's the entire business cycle managed from your phone. On site, in the ute, or on the couch—it works everywhere, even offline.
Frequently Asked Questions
Q: Can I customise my invoice template?
A: Yes. Your business name, logo, ABN, and contact details are pulled from your business settings. The layout is professionally designed and consistent across all your documents—quotes and invoices alike.
Q: Does it handle GST automatically?
A: Absolutely. Every line item has GST calculated automatically. The invoice clearly shows the subtotal, GST amount, and total payable. Come BAS time, you'll have accurate records.
Q: Can I send invoices for jobs I didn't quote in QuoteMate?
A: Yes. You can create standalone invoices from scratch for any job, whether it started as a QuoteMate quote or not.
Q: What about progress payments and deposits?
A: QuoteMate supports partial payments. You can record a 50% deposit when work begins and the remaining balance on completion. The app tracks the outstanding amount automatically.
Q: Does it work offline?
A: Just like the quoting features, invoicing works fully offline. Create and save invoices without signal, and they'll sync and send once you're back in range.
Key Takeaways
- One app, one workflow: No more double-handling between separate quoting and invoicing tools.
- Quote-to-invoice in one tap: All line items, materials, and client details carry across automatically.
- Professional PDFs: Branded invoices with payment details that get you paid faster.
- Payment tracking: See what's outstanding, what's overdue, and what's been paid at a glance.
- Works offline: Create invoices on site, even without mobile signal.
Conclusion
The days of juggling separate apps for quoting and invoicing are over. With QuoteMate's new invoice feature, Australian tradies finally have a single tool that handles the entire business cycle—from the first site visit to the final payment landing in your account.
It's faster, it's simpler, and it means fewer admin hours eating into your evenings. If you're already using QuoteMate for quoting, the invoice feature is ready to go. And if you're new, there's never been a better time to give it a crack.
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