From quote to invoice, without retyping everything

A client asks for a price. You open an old quote in Word, change the name, dig up the labour rate in some old file, and work out the VAT by hand. The client says yes. And then you start again, almost from scratch: you open an invoice template and re-enter the same lines, the same quantities, the same prices. The same job twice, with twice the chance of getting a figure wrong.

That exact stretch — from price request to paid invoice — is what a good quoting tool should shorten. Not just look tidy, but stop you from entering the same thing twice.

A quote built from your own prices

Instead of retyping your rates every time, you store them once in a library of items and materials. A service, a supply, a package price: you add them to a quote in seconds, with their description and price already filled in. The calculations follow on their own — subtotals, discounts, margins, VAT at 21% or whatever rate applies. You see your margin while you build the quote, not three weeks later when it's too late to fix.

Templates keep a clean, consistent look from one client to the next. You never start from a blank page, and your quotes resemble each other in the right way: recognisable, serious, no layout slips.

The client accepts online

The quote goes out as a link. The client opens it on a phone or computer, reads it and accepts it straight from the page — no printing, signing, scanning and sending back. On your side, you see it's accepted. That removes those few vague days where you don't know whether the job is moving or whether you should chase.

One click, and the quote becomes an invoice

Once the quote is accepted, you turn it into an invoice without re-entering anything: the lines, quantities and prices carry over as they are. You check them, adjust if something extra came up on site, and send.

This is also where a Belgian rule comes in. Since 1 January 2026, the structured electronic invoice is mandatory between VAT-registered businesses in Belgium: a PDF emailed across no longer counts — the invoice has to travel over the PEPPOL network in a structured format. When your accepted quote becomes an invoice, it's converted to UBL and sent through a certified PEPPOL Access Point, so you stay compliant without thinking about it. The rule doesn't cover private individuals (B2C); it's about exchanges between businesses.

And when you need a deposit

For some jobs you want to collect part of the amount before starting. That's what a proforma invoice is for: it states the amount to pay in advance without being the final invoice yet. Once the deposit is in and the work delivered, you issue the real invoice. It all stays in the same client record, with the history, rather than scattered across an email, a spreadsheet and a notebook.

What you need to get started

Quotes, the price library, proformas and conversion to an invoice are part of Voilo from the PME plan, at €25 per month excluding VAT, with no commitment. Receiving your supplier invoices via PEPPOL is included even on the free plan. The full breakdown is on the pricing page.

The point isn't to add one more piece of software. It's to make a price you typed once carry you from the quote to the invoice without rewriting it — and without a zero going missing along the way.