To convert a quote to an invoice in Excel, build the invoice from the quote instead of retyping it: one workbook with a Quote sheet and an Invoice sheet in the same layout, the invoice’s lines pointing at the quote’s with =IF(Quote!A7="","",Quote!A7), and a deposit line worked out from the total with =ROUND(D14*B15,2). Once the job is accepted, paste the lines as values, so the invoice stops following the quote and the quote stays the record of what was agreed. The deposit is the first payment, and the balance due and the status follow from it.
The six steps below build the quote, turn it into the invoice, and record the deposit. The example is an irrigation supply line quoted at $1,400 plus tax, accepted with half up front, and today, in the example, is September 30, 2026. It’s the step the landscaping and painting invoice pages describe as the quote rebuilt by hand as an invoice.
The Quote sheet
Columns A to D. You type the plain cells; the formulas are in Steps 1 and 2, shown here with their results.
| A | B | C | D | |
|---|---|---|---|---|
| 1 | Document | Quote | ||
| 2 | Number | Q-100002 | ||
| 3 | Date | 09/12/2026 | ||
| 4 | Valid until | 10/12/2026 | ||
| 5 | Terms | 50% deposit on acceptance, balance on completion | ||
| 6 | Description | Qty | Unit price | Amount |
| 7 | Irrigation supply line, installed: 12 hours labor, 10 lengths of 4-inch PVC pipe, 4 brass shutoff valves | 1 | 1,400.00 | 1,400.00 |
| 8 to 11 | (room for more lines) | |||
| 12 | Subtotal | 1,400.00 | ||
| 13 | 6.5% | Tax | 91.00 | |
| 14 | Total | 1,491.00 | ||
| 15 | 50% | Deposit on acceptance | 745.50 | |
| 16 | Balance on completion | 745.50 |
Step 1: Date the quote and give it a shelf life
Valid until (B4)
=B3+30
10/12/2026 for a quote dated 09/12/2026. Format the cell as a date, and change the 30 to however long your prices hold.
Step 2: Price the job, the tax and the deposit
Amount (D7)
=B7*C7
1,400.00. For the spare lines, use =IF(C8="","",B8*C8) in D8 and fill it down to D11, so an empty line stays blank instead of showing 0.
Subtotal (D12), Tax (D13), Total (D14)
=SUM(D7:D11)=ROUND(D12*B13,2)=D12+D13
1,400.00, then 91.00 at the 6.5% in B13, then 1,491.00.
Deposit on acceptance (D15), Balance on completion (D16)
=ROUND(D14*B15,2)=D14-D15
745.50 at the 50% in B15, and 745.50 left.
The terms in B5 and the two lines under the total print on the quote, so the customer sees the deposit before they accept. The example takes the deposit on the total; to take it on the price before tax, point D15 at D12 instead.
Step 3: Build the invoice from the quote
Add a sheet with the same layout: right-click the Quote tab, choose Move or Copy, tick Create a copy, and rename the copy Invoice. Then change three cells: B1 to Invoice, B2 to the invoice number (INV-6 here), and B3 to the date the job was accepted, 09/30/2026. Row 4 becomes the due date: relabel A4 Due, and =B3+30 now gives 10/30/2026, thirty days from the invoice date. Change the 30 to your payment terms.
Now point the lines at the quote instead of retyping them.
Description (A7 on the Invoice sheet)
=IF(Quote!A7="","",Quote!A7)
The same in B7 and C7, each with its own column, filled down to row 11. Amount stays =IF(C7="","",B7*C7), and the tax rate in B13 becomes =Quote!B13.
The subtotal, tax and total formulas stay as they are: 1,400.00, 91.00 and 1,491.00, the same as the quote, and nothing retyped.
Blank, not zero
A plain =Quote!A8 shows 0 when the quote’s cell is empty. The IF around it keeps the spare lines blank on the invoice.
Step 4: Lock the invoice to what was agreed
Select A7:C11 on the Invoice sheet, copy, and paste as values (Home, Paste, Values). The lines are now plain text and numbers, so a later change to the quote leaves the invoice alone. With the quote’s price changed to 1,500 afterward, the invoice stays at 1,491.00. The Quote sheet stays the record of what the customer agreed to.
Step 5: Record the deposit
Deposit received (D15) and Balance due (D16)
745.50=D14-D15
Relabel C15 Deposit received and type the amount; C16 becomes Balance due, 745.50.
If deposits and later payments arrive in parts, keep them in a payments list and make D15 a SUMIF over it, as in tracking overdue invoices and payments.
Step 6: Let the status follow the money
Status (B5 on the Invoice sheet)
=IF(D16<=0,"Paid",IF(D15>0,"Partially paid","Unpaid"))
Partially paid with the deposit in. Paid when D15 reaches 1,491.00, and Unpaid before any payment.
The Invoice sheet, after Step 6:
| A | B | C | D | |
|---|---|---|---|---|
| 1 | Document | Invoice | ||
| 2 | Number | INV-6 | ||
| 3 | Date | 09/30/2026 | ||
| 4 | Due | 10/30/2026 | ||
| 5 | Status | Partially paid | ||
| 6 | Description | Qty | Unit price | Amount |
| 7 | Irrigation supply line, installed: 12 hours labor, 10 lengths of 4-inch PVC pipe, 4 brass shutoff valves | 1 | 1,400.00 | 1,400.00 |
| 12 | Subtotal | 1,400.00 | ||
| 13 | 6.5% | Tax | 91.00 | |
| 14 | Total | 1,491.00 | ||
| 15 | Deposit received | 745.50 | ||
| 16 | Balance due | 745.50 |
Common questions
Can Excel convert a quote to an invoice automatically?
Not on its own. The formula link in Step 3 does most of it: the invoice reads the quote, and you type the number and the date. The rest, a new number in sequence, dates from your terms, and the quote locked as it was accepted, takes a macro or an app built for it, which is what EG Quote & Invoice does below.
Where does the deposit go on the quote?
In two places: as words in the terms line, and as the two lines under the total, the deposit on acceptance and the balance on completion. The customer sees the amount due the day they say yes, and the same two lines become the deposit received and the balance due on the invoice.
How do I keep the quote and the invoice linked?
Put the quote number on the invoice: a cell with ="Quote "&Quote!B2 prints “Quote Q-100002” under the invoice number. For more than a few jobs, keep a list with the quote number, the invoice number, the total, the amount paid and the status, and number the documents in sequence, as in the automatic invoice number generator.
From quote to invoice in one click
EG Quote & Invoice does this without formulas. Finalize the quote and click Create Invoice: the invoice takes the quote’s lines and total, today’s date, and a due date from the client’s terms, and the quote is locked as the customer record. Record the deposit as a payment, with the date, the amount, the method and a reference, and the status and balance follow, Partially Paid until the rest comes in. The customer’s copy shows the Total, Amount Paid and Balance Due. Quotes carry a valid-until date, invoices a due date, and every document has its own notes and closing line.
Quotes, invoices and payments are in the free edition, and it runs inside Excel on Windows. More on tracking invoices and payments in Excel.
See EG Quote & InvoiceWhen Formulas Aren’t Enough
These two sheets handle one job. Quoting across a business also needs:
- Numbers in sequence: every quote and invoice numbered once, with no gaps and no repeats
- A jobs list: each quote, its invoice, what’s paid and what’s owed, on one screen
- Deposits tied to invoices: every payment against the document it belongs to
- PDFs and emails from the same file: the customer’s copy sent without a copy-paste
A custom VBA system handles all of it inside Excel, built around the way you quote and bill.
“Highly recommended, David was excellent throughout the entire process, taking the time to understand the brief and delivered exactly what was required.”
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