From quote to paid invoice: the document flow

The Documents section has four tabs — Quotes, Agreements, Invoices and Recurring — and the first three form one pipeline, with Recurring holding the charges that bill on a schedule. Here is the full journey:

The flow, end to end

1. Create a quote — pick the client, add line items (and any promo code). Prices are snapshotted onto the quote when added, so later catalog changes never alter a sent quote.

2. Send it — the client gets an email with a secure link to a read-only quote page.

3. Client approves — they review the quote and approve it right on that page by typing their name. You are notified.

4. Agreement drafts itself — approval automatically drafts an agreement from your default contract template, carrying over the quote's line items and discount snapshot. Review it, edit if needed, and send.

5. Client signs — they sign at a secure link, typing or drawing their signature.

6. You countersign — once the client has signed, you countersign from the agreement page. The agreement becomes active, the executed PDF is generated and emailed to everyone, and the first invoice is created automatically from the agreement — and sent, once your Stripe account takes payments — along with a recurring charge for anything recurring on it.

7. The family pays — at the secure payment link, through your connected Stripe account. Where you offer it, they can set up automatic payments for their monthly tuition at the same time.

Enrollment agreements bill at the family's signature

An agreement sent from the Enroll wizard works the other way round: the moment the family signs, the first invoice is created and they go straight to payment. Your countersignature follows for your records, rather than holding up the bill.

Invoices and their payment link

• A new invoice is due the day it is issued — families see Due upon receipt. If it is still open, they are reminded 3 and again 7 days after the due date, as long as invoice emails are switched on in Settings → Communications.

• Every sent invoice has a Payment link card with a Copy button — paste the link into a text or your own email when the family cannot find ours. The Invoices list has Copy pay link in each row's menu too. Get a new link replaces it and stops the old one working.

• Invoices sent before October 2, 2026 have no copyable link; the card says so.

Rules worth knowing

• An agreement that has been sent or is active cannot be edited — it can only be voided. That protects the integrity of what was signed.

• Voiding an active agreement does not undo invoices it already issued.

• An invoice is marked paid only when payments cover the full total; a partial payment leaves it open with the balance shown.

• A refund never makes an invoice owed again: a refunded invoice stays paid, marked Refunded or Partially refunded.

Skipping steps

You do not have to start from a quote — invoices and agreements can also be created directly from their tabs when a formal quote is overkill.