Selling & running a business
Reuse a quote as an invoice draft and packing list
Reuse two sample line items across a quote, invoice draft and packing list, and check totals on Letter or A4.
Quick answer
Reuse item data by switching the document type, not by copying prices into three separate files. This example makes a quotation, invoice draft and packing list from two fictional items. It demonstrates the tool’s calculation, not the tax or invoice rules of any country.
Step by step
Import invoice-items.csv in Business documents. Choose USD, enter discount 5 and shipping 8, and use a fictional reference such as DEMO-1001. Switch between quotation and invoice: keep the same quantities and unit prices. Switch to packing list to see quantities without prices. Choose US Letter or A4 explicitly and inspect the print preview before using Print / Save as PDF.
Common mistakes
The calculation is 3 × 20 + 2 × 15 = 90 subtotal, with 6 tax on the first item. This tool subtracts the 5 discount after calculating item tax and adds 8 shipping without additional tax, giving 99. That order is not suitable for every tax jurisdiction. Do not use the example’s 10% as a real rate, and do not present the draft as a legally compliant invoice without checking local requirements.
Completion check
Check quantities 3 and 2, subtotal 90, tax 6 and total 99 USD against the reference files. The downloadable PDFs show the calculation on both paper sizes; they are reference layouts, not browser-print screenshots. In your own export verify addresses, dates, reference numbers, page breaks and whether prices are absent from the packing list. Do not put private payment credentials in a public example.
Make the right call
Check the handoff between quote, invoice and packing list
Use the fictional two-item sample to test one repeatable handoff. All amounts below are USD and the 10% tax is deliberately illustrative. The calculation order describes this tool, not an approved tax treatment for a country.
| Check | Example or action | How to judge the result |
|---|---|---|
| Quote → invoice draft | Keep 3 × 20.00 and 2 × 15.00; subtotal 90.00. | Recheck customer, reference, issue date and any agreed changes. Changing the document type does not mean the customer accepted the quote. |
| Tax, discount and shipping | The first line adds 6.00 tax; subtract 5.00 discount; add 8.00 shipping: 99.00. | Here, the discount is applied after item tax and shipping adds no extra tax. Stop if your required calculation differs. |
| Invoice → packing list | Keep quantities 3 and 2 while removing price information from the visible packing list. | Inspect every printed page and addresses. Select A4 or US Letter explicitly and check page breaks before sending. |
Worked example
Boundarysline sample materials use fictional data. Download them to follow the steps; they are not real customer records or certified outputs.
| 3 × 20.00 | 60.00 |
|---|---|
| 2 × 15.00 | 30.00 |
| 90.00 + 6.00 − 5.00 + 8.00 | 99.00 USD |