Turn a Moneybird estimate into an invoice

How do I turn a Moneybird estimate into an invoice? Open the accepted estimate in Moneybird and click Factureer offerte at the top. Moneybird creates a draft invoice from the estimate; you can still edit it before sending. After invoicing you can mark the estimate Gefactureerd (invoiced) for your own overview via Wijzig status. That does not change your bookkeeping — it is only a label in the estimate list.

This article walks through those steps, explains what happens to estimate status, and when you need to accept an estimate in Moneybird first. Until acceptance, follow-up still matters: FollowBird reminds clients about open estimates and stops once an estimate is accepted or rejected. FollowBird does not create invoices or convert estimates — that stays in Moneybird.

When can you invoice?

You invoice when you and your client agree on scope and price. In Moneybird the estimate should then show status Geaccepteerd (accepted).

If there is no valid contact on the estimate, Moneybird states you cannot invoice or set status to invoiced. Fix that first (link a contact or archive the estimate).

Accepting an estimate in Moneybird (short)

Accepting an estimate in Moneybird works in two ways, as described in Moneybird help:

1. Online — your client opens the link from the email, enters details and adds a digital signature. Status moves to Geaccepteerd. You and your client receive an email with the signed estimate.
2. Manual — when they agree outside Moneybird, for example by phone: open the estimate and choose Wijzig status > Geaccepteerd.

Enable online acceptance under Instellingen > Facturen en offertes > Workflows (general settings). When sending, choose that the recipient must accept and sign online.

From the same help article: clients cannot reject an estimate online. To record rejection, choose Wijzig status > Afgewezen. You cannot edit an estimate after online acceptance; duplicate via Extra > Dupliceer offerte, adjust and send a new version.

More on statuses and the overview: Moneybird estimate.

Step by step: estimate to invoice

Moneybird documents conversion in invoicing an estimate. In practice:

1. Open the estimate overview and find an estimate with status Geaccepteerd. Did your client agree verbally while the estimate is still open? Set the status to Geaccepteerd first.
2. Open the estimate and review lines and total. Are contact and email correct?
3. Click Factureer offerte at the top. Moneybird creates a draft invoice copied from the estimate.
4. Review the draft: lines, VAT, reference, payment term. On the right you see which estimate the invoice came from.
5. Send or post the invoice the way you usually handle invoices (workflow and branding follow your defaults unless the contact has other settings).
6. Mark the estimate as invoiced when you want that in your overview: Wijzig status > Gefactureerd. Optional for administration; it does not replace an invoice in the books.

If several estimates are waiting for a yes, invoice each one only after it has been accepted.

Partial or final invoice (larger jobs)

For a deposit or phased payment you do not need to split the estimate by hand. Next to Factureer offerte, Moneybird offers Meer factuuropties:

• Deelfactuur maken — enter a percentage; Moneybird puts lines on the invoice and adds a line for the part not invoiced now. If the estimate was not yet accepted, it gets that status when you create the partial invoice.
• Eindfactuur maken — when invoices already exist, Moneybird calculates the remainder and shows an Al gefactureerd line for amounts already billed.

Beside the estimate you see how much is already invoiced (for example “Gefactureerd: 2.970,00 van 9.900,00” in your currency). The prompt to mark the estimate Gefactureerd appears when all invoices together cover the full estimate amount.

Want recurring billing afterwards? Moneybird describes two steps: first Factureer offerte, then turn the draft into a recurring invoice via Extra > Dupliceer naar periodiek.

What happens to estimate status?

After acceptance the estimate is ready to invoice; after invoicing you often want the overview to show the journey is done.

Moneybird lets you change status manually anytime for your overview; that has no accounting effect. Do not confuse Gefactureerd with “paid”: payment and invoice reminders run through the invoice workflow, not the estimate.

Before acceptance: follow-up instead of invoicing

While status is open (or expired in your list), the next step is usually a clear reply from your client, not an invoice. Manually you can resend the estimate in Moneybird with edited email text — there is no separate estimate reminder like for invoices, as described in send estimate.

For a steady rhythm without retyping every week you can add FollowBird alongside Moneybird:

• You sign in with your Moneybird account; FollowBird reads open estimates and sends email with your template.
• By default there are two reminder moments: 7 and 14 days after sending (you can set up to 3 moments, each between 1 and 365 days).
• Reminders go from [email protected] with your administration name as the sender.
• Once the estimate is accepted or rejected in Moneybird, emails stop. Expiry alone does not stop them — useful for one more nudge before you send a fresh estimate.
• 14-day trial, then €19.00 per month excl. VAT when you subscribe.

FollowBird does not create invoices, does not click Factureer offerte, and does not change lines in Moneybird. After acceptance you invoice as above; FollowBird only matters before that point.

Email inspiration: estimate follow-up email templates. If they stay silent: estimate no response. More on reminders versus resend: Moneybird estimate reminder.

Common mistakes (and how to avoid them)

Invoicing while the estimate is still open. Check status. After verbal yes: set Geaccepteerd first, then invoice.

Treating invoiced as paid. The invoice has its own payment status; use the invoice workflow for payment reminders if needed.

“Extending” a sent estimate by changing the date. Moneybird does not let you change the estimate date once it has been sent. State in a new email until when you stand by the offer, or create a new estimate — see quote validity period.

Editing content after online acceptance. Not possible. Duplicate, adjust, send again for agreement.

Reminders still going out after a signature. That should not happen: once the estimate is accepted in Moneybird, FollowBird sends no more reminders. If a reminder still goes out, check that the status in Moneybird really is Geaccepteerd.

Checklist: from estimate to paid invoice

1. Estimate sent with clear validity and acceptance link where needed.
2. Follow up on open estimates (manually, or with FollowBird up to 3 emails).
3. Status Geaccepteerd (online or manual).
4. Factureer offerte → review draft → send invoice.
5. Set estimate to Gefactureerd if your overview needs it.
6. Track payment in the invoice overview, not on the estimate.

If your client hesitates on price or scope, is a quote legally binding gives general background (not legal advice). Prefer calling to emailing? Quote follow-up call covers timing.

Summary

Turning a Moneybird estimate into an invoice means using Factureer offerte on an accepted estimate, reviewing the draft invoice and sending it. Mark the estimate Gefactureerd if you want that in your list. Before acceptance, follow up — manually or with FollowBird, which reminds about open estimates and stops on yes or no, without invoicing for you.

Try FollowBird free for 14 days: sign in with your Moneybird account on the homepage and set up to 3 reminders (default after 7 and 14 days). Then €19.00 per month excl. VAT on pricing.