From Quote to Invoice in One Click — The Complete Cycle

The complete cycle for a trade professional should be simple: you create the quote, the client signs, you generate the invoice, and send it to your gestor (accountant). In practice, most people use 3 different tools and lose 2-3 hours per week on admin alone. PresuNow, the quoting and invoicing app for trade professionals, unifies that entire cycle in one application. From quote to invoice in one click — with progressive invoicing for large projects and direct export to your gestor. According to internal data, users who invoice from accepted quotes take 95% less time than those using separate tools.

The manual cycle: 3 tools and a lot of wasted time

This is how most professionals' day-to-day works:

1. You create the quote in Excel or Word. Open a template, copy the client's details, add line items one by one. 20-30 minutes.
2. You send it to the client by email. Attach a PDF, wait for a response.
3. The client accepts "verbally" — via WhatsApp, by phone, or with a "yes" in an email. No signature, no formal record.
4. You do the work.
5. You create the invoice in a different tool. Open Billin, Quipu, Holded, or your invoice template. Re-enter the client's details, the line items, the amounts. From scratch again.
6. You reconcile manually. Check that the invoice matches the quote. If there's partial invoicing — a 30% deposit now, 70% on completion — you calculate it by hand.
7. You prepare the package for your gestor. At the end of the quarter, open a folder, find all the invoices, organise them by client, create a summary Excel with VAT and IRPF (income tax withholding). Another hour gone.

Progressive invoicing is where the chaos multiplies. Imagine a €15,000 renovation with a 10% deposit, three interim certifications, and a final payment. Tracking what percentage you've invoiced, what's still outstanding, and making sure everything matches the original quote is a constant headache.

All of this can be done in one place.

The complete cycle in PresuNow

Step by step, from creating the quote to getting everything ready for your gestor:

1. Create the quote

Three ways: voice dictation (speak and the AI structures the line items), manual (add line items one by one with smart autocomplete), or from a template (reuse a saved quote). Add the client, the title, conditions, and exclusions.

2. Send to the client

Tap "Share". PresuNow generates an automatic message with the client's name, your logo, and an interactive link. Send via WhatsApp, email, Telegram, Signal, or any platform. The client doesn't need to install anything or sign up.

3. The client reviews and digitally signs

The client opens the link on their phone, sees the complete quote, and can sign it digitally right there. Full-screen touch signature, protected with SHA-256 hash, timestamp, and IP. Legally binding.

4. The status automatically changes to "Accepted"

You don't need to update anything. As soon as the client signs, the quote moves to "Accepted" automatically. You receive a push notification and an email.

5. Tap "Invoice" and choose the mode

You can do this in two ways: directly from the accepted quote (tap the "Invoice" button) or from the invoicing module, where all your accepted quotes are listed and you can pick which one to invoice. Three options appear:

• Full: invoice 100% of the quote. One click.
• Percentage: invoice a % of the total. For example, 30% deposit now, 70% on completion.
• By line item/group: select specific line items or groups and assign the percentage you want for each. Ideal for phased projects.

6. The invoice is auto-populated

All the data from the quote flows into the invoice: client, line items, amounts, VAT. You don't retype anything. Just review and confirm.

7. Send and track

Share the invoice just like the quote — with an interactive link. The client opens it without signing up. You know when they've viewed it. When they pay, you mark it as paid with one tap.

The invoice the client receives includes a direct link back to the original quote, and at each line item level you can see where it came from. Both you and your client have full traceability: which invoice corresponds to which quote, and which specific line items are being invoiced.

8. Export to your gestor in one click

At the end of the quarter, select the period and download the complete package: a folder per client with all invoice PDFs + a summary Excel with VAT, IRPF, and totals breakdown. Ready to send to your gestor.

The 3 invoicing modes explained

Full invoice

The simplest case. The work is done, the client signed the quote. Tap "Invoice" then "Full" and the invoice is generated for 100% of the amount. One click, done.

Ideal for small and medium jobs: a repair, an installation, a maintenance call.

Percentage invoice

For when you need to charge in phases. The most common cases:

• 30% deposit before starting.
• 50% at mid-project.
• 20% remaining on completion.

Each time you invoice a percentage, PresuNow shows a visual progress bar with what you've already invoiced and what's outstanding. You always know where you stand.

Invoice by line item or group

The most flexible mode. You select exactly which line items or groups to invoice, and at what percentage for each. This is essential when:

• Different project phases finish at different times.
• One section is 100% complete but another is only 50%.
• The client wants to pay based on work progress, line item by line item.

For example: on a €20,000 renovation, you invoice the electrical chapter in full (100%) and the plumbing at 60% because the fittings are still pending. PresuNow tracks everything automatically.

Advanced invoicing

PresuNow isn't just "convert quote to invoice". It includes the tools a professional in Spain needs:

Credit notes (facturas rectificativas)

When you need to correct or void an issued invoice, you create a credit note with Spanish tax codes R1 to R5. The credit note is linked to the original invoice and appears in all summaries.

Configurable IRPF

If you apply IRPF withholding (common for freelancers invoicing companies), you configure it per invoice. The amount is calculated automatically and shown itemised in both the invoice and the quarterly summaries.

Invoice series

Set up series (A, B, C...) with automatic numbering. If you need to separate invoices by type of work or activity, each series has its own counter. Numbering is never duplicated or skipped.

FactuSOL compatibility and other accounting software

If your gestor uses FactuSOL (one of the most widely used accounting programs in Spain), you can export your invoices in a compatible format. Your gestor imports them directly without re-entering data.

The Excel export works with any accounting platform: your gestor can copy and paste the data directly into their tool of choice. Need direct integration with a specific accounting program? On the export screen itself you'll find a button to request integrations — just pick the program you need and we'll get it set up.

Export to your gestor: everything in one click

This feature alone justifies the Pro plan for many users. Here's how it works:

1. Select the quarter (or whatever date range you need).
2. Tap "Send to gestor".
3. PresuNow automatically generates:
   • A folder per client with all their invoice PDFs.
   • A summary Excel with all invoices, subtotals, VAT, IRPF, and totals.
4. Download the package or send it directly.

Your gestor receives an organised, complete package. You don't have to hunt for invoices, create folders, or do calculations. Everything adds up because it comes from the same data.

You can also download summaries by client — useful when a client asks for an extract of everything you've invoiced them.

Frequently asked questions

If you want to see how the digital signature that starts the entire cycle works, read how digital signatures work on quotes. To adjust your rates before quoting, check how much an electrician charges in Spain. And if you're coming from Holded or a generic accounting tool, you'll want to see PresuNow vs Holded for quotes.