23.1 Proposal Conversion

AIUNIFY CRM allows an eligible Proposal to be converted into an Estimate or directly into an Invoice.

The available conversion choice depends on your permissions. Creating an Estimate requires applicable Estimate creation access, while creating an Invoice requires applicable Invoice creation access.

23.2 Choose the Correct Conversion Path

Use Convert to Estimate when the business process requires an Estimate before billing.

Use Convert to Invoice when the Proposal is ready to become a billable Invoice without an intermediate Estimate.

Do not use direct Invoice conversion merely to skip a required business approval step.

23.3 Review the Proposal Before Conversion

Before converting, verify:

• The Proposal belongs to the intended Lead or Customer relationship.
• The Proposal is the correct current version.
• Items and descriptions are accurate.
• Quantities and rates are accurate.
• Discounts and adjustments are correct.
• The Proposal has not already been converted.

23.4 Converting to an Estimate

The Proposal-to-Estimate workflow opens the Estimate transaction structure using Proposal information as the basis for the new Estimate.

1. Open the Proposal.
2. Select the conversion action.
3. Choose Convert to Estimate.
4. Review the prepared Estimate information.
5. Confirm the correct Customer relationship.
6. Review any Project relationship.
7. Review dates, items, quantities, rates, discounts, taxes, and totals.
8. Submit the conversion.
9. Open the resulting Estimate.
10. Verify the final Estimate before communicating it.

23.5 What the CRM Records After Estimate Conversion

When the conversion succeeds, AIUNIFY CRM links the Proposal to the newly created Estimate and changes the Proposal into its converted lifecycle state.

The system also records conversion activity linking the Proposal and Estimate.

23.6 Converting Directly to an Invoice

When the Proposal should become an Invoice and your account has Invoice creation permission:

1. Open the correct Proposal.
2. Select Convert to Invoice.
3. Review the prepared Invoice transaction.
4. Confirm the Customer.
5. Review transaction dates.
6. Review all line items.
7. Review discounts, taxes, adjustments, and total.
8. Complete the conversion.
9. Open the resulting Invoice.
10. Verify it before sending or recording payment activity.

23.7 Proposal-to-Invoice Link

After successful direct conversion, the CRM links the Proposal with the resulting Invoice and places the Proposal into its converted state.

This relationship helps preserve the history of how the transaction progressed from an offer into a billable record.

23.8 Do Not Convert Twice

Always check the Proposal's current state and related transaction before attempting another conversion.

If the correct Estimate or Invoice already exists, continue working from that record rather than creating another transaction from the same Proposal.

23.9 Review Prefilled Information

Conversion can carry transaction information into the next record, but the user remains responsible for reviewing the resulting Estimate or Invoice.

Important: Conversion is not a substitute for transaction review. Confirm the Customer, items, dates, financial values, and totals before the converted record is sent or relied upon.

23.10 Conversion Best Practices

• Use the conversion path that matches the real business process.
• Confirm that the Proposal is current.
• Do not convert an already converted Proposal again.
• Review every resulting transaction.
• Continue future work from the converted Estimate or Invoice.
• Preserve the Proposal as part of the transaction history.