How can I create and send a quote from my business account?

Vivid Business allows you to create professional price offers — quotes — for your customers, directly within the same invoicing section you already use. Once a customer agrees to a quote, you can convert it into an invoice in one click.

A quote is a price offer you send to a customer before any work begins. Unlike an invoice, a quote creates no payment obligation and has no accounting or tax effect. It is simply a way to communicate your price before the customer commits. When a customer agrees, you convert the quote into an invoice, and payment happens on the invoice.

Quotes are available to all Vivid Business customers based in Germany. The feature is accessible to Owner, Admin, and Assistant roles.

• All in one place: Manage your quotes and invoices together in the same Get Paid → Invoicing section, with a Type filter to view them separately.

• Consistent branding: Quotes use the same template settings as your invoices — logo, colour theme, and language.

• One-click conversion: Turn an accepted quote into a draft invoice without re-entering any details.

• Separate numbering: Quotes use their own Q-… number series, keeping your invoice numbering clean and uninterrupted.

Quotes can only be created via the Vivid Business web interface.

1. Go to Get Paid → Invoicing in the sidebar.

2. Click + Create and select Quote.

3. Enter customer details: Select a saved customer from the dropdown or enter a new customer's name, email, address, and VAT number (optional).

4. Add line items: For each item or service, enter a description, quantity, price, unit type, and VAT amount (if applicable). You can add multiple items. The total is calculated automatically.

5. Set the Valid until date: This is how long your price offer is valid. It appears on the quote PDF and is not a payment due date.

6. Add your tax information (Tax number and/or VAT ID).

7. Review and issue the quote. Once issued, you can download it as a PDF or share the quote link.

To share the quote with your customer, download the PDF and send it directly (for example, by email).

Edit or delete a draft quote: Open the quote from the list and select Edit quote or Delete quote. Only draft quotes can be edited or deleted.

Convert an accepted quote to an invoice: Open the issued quote and select Convert to invoice. Please keep in mind that Quotes have statuses (Accepted or Declined). Only an Accepted quote can be converted to an invoice. This creates a new draft invoice with the same details and a new invoice number. The quote and invoice remain linked and both stay visible in your list. Review the draft invoice and issue it as usual.

A quote is a price offer — it has no payment link, no accounting effect, and creates no obligation. An invoice is the actual bill. When a customer agrees to a quote, you convert it into an invoice, and the invoice is what gets paid.

No. Quotes are not payable. There is no payment link or card payment option on a quote. Once the quote is agreed, convert it to an invoice to collect payment.

No. The new invoice gets the next number in your invoice series. The quote keeps its Q-… number, and both documents stay linked in your list.

It is how long your price offer is valid — shown on the quote PDF. It is not a payment due date.

No. Only draft quotes can be edited. If you need to make changes after issuing, delete the quote and create a new one.

No. Only invoices are recorded for accounting purposes. A quote has no tax impact until it is converted into an invoice.

Quotes use a separate Q-… numbering series by design, so your invoice sequence is not affected.