From Quote to Cash

The Quote block is where you say what you're charging and when each line starts billing. When a client accepts the proposal, ClientCasa reads the Quote and creates everything you need to start the work — in one pass, with no re-keying. This page explains how the Quote is authored and exactly what acceptance produces.

Author the Quote

Open the Quote block in the composer (/dashboard/smart-files). Add a line for each thing you're charging — type to create one, pull from your saved charges, or drop in a whole package with one pick. For each line you set two timing controls:

1. Billing frequency — how often the line bills:
   • One-time — a single charge.
   • Monthly, Quarterly, or Annual — recurring on that cycle.
2. Billing starts — when the line's billing begins:
   • When accepted — the moment the client accepts.
   • On a date — pick a calendar date.
   • At a milestone — pick (or create) a milestone; billing starts when you complete it. Reuse the same milestone for lines that should start together.

A plain-language readout under each line confirms its timing, e.g. "Monthly ($90/mo) · billed when accepted" or "One-time · starts at: Project delivered."

You can also turn on Let the client choose options so the client picks tiers, toggles add-ons, and adjusts quantities on the proposal itself — the total updates live, and only the lines they selected are carried over on acceptance. Off keeps it a fixed offer.

What happens on acceptance

The client accepts by signing the Agreement block, or by clicking Accept on a quote-only proposal (no Agreement). You can also record an offline yes yourself with Mark accepted in the composer on a sent, quote-only proposal. Any of these runs the same conversion:

1. An engagement project is created, named after the proposal. Every new invoice, schedule, and milestone anchors to it.
2. Each Quote line is routed by its frequency and billing trigger:
   • One-time, billed when accepted → a single draft invoice with those lines.
   • One-time, billed on a date or at a milestone → a payment schedule of installments (date-based installments carry their due date; milestone-based ones generate when you complete the milestone).
   • Recurring, billed when accepted → an active subscription that the billing sweep charges on schedule.
   • Recurring, at a milestone → a subscription that stays dormant until you complete that milestone, then activates and starts billing from there.
3. If the Quote had client-configurable options, only the lines the client selected are converted.
4. The client is promoted from a prospect to an active client.

From there you track invoices, payments, time, and milestones against the new engagement project as usual. The conversion runs once — accepting the same proposal again won't double-create anything.

Notes

• Invoices created from a Quote start as draft; sending one moves it to sent, and recording payment derives the rest. (An invoice is never marked "overdue" as a status — it's a read-time condition on a still-open invoice that's past its due date.)
• A Quote that bills needs a client on the smart file before it can convert — the client is the entity invoices and charges are recorded against.
• Every milestone-billed line must name a milestone before you send, so its billing always has something to trigger on.

For the client-facing experience, see Accept a Proposal. For the project-side view of what gets created, see From Accepted Proposal to Active Work.