Quotes and invoices: what the screens do today
Who this is for: the office person quoting work and invoicing customers.
Pump House prepares your quotes and invoices and keeps their status straight. Sending them and taking payment happens the way you already do it: you download the PDF and email it, and your customer pays you directly (for example by bank transfer). There are no card payments inside Pump House.
Quotes
- Create a quote and add line items. Each line has a quantity and a rate; GST at 10 percent and the totals are calculated automatically from the lines, always live, never typed in.
- Link it to the building it is for, set your terms, and download the PDF to send.
- Track it with its status: Draft, Sent, Accepted, Declined, Expired, or Invoiced. You set the status as things happen: mark it Sent when you send it, Accepted or Declined when the customer answers. A quote expires 28 days after it is created unless you set a different date.
- When a quote is accepted, convert it to an invoice. The line items carry across so nothing is retyped, and the quote's status becomes Invoiced by itself.
Invoices
- Raise an invoice from an accepted quote, or from scratch for ad-hoc work.
- An invoice starts as Draft, is approved to go out (Awaiting approval), then sits at Awaiting payment until the money arrives. An invoice past its due date and unpaid shows as overdue.
- Record payments as they arrive, full or part. Part payments show as partially paid; when the full amount is recorded the invoice becomes Paid.
- An invoice that should never have gone out can be Voided: it is cancelled but kept for the record.
- Download the PDF at any time.
If a total looks wrong
A total that looks wrong is always the lines. Totals are calculated only from quantity times rate on each line, with GST added at 10 percent on top, so check the lines rather than looking for a place to edit the total. There is not one, and that is deliberate.
Still stuck? A person will help.
Email [email protected] and we reply within one business day, Sydney time. You can also use the contact form.
Never include your password. We will never ask for it.
last checked 2026-07-07