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Quoting & Invoicing Tool
Choose a quoting and invoicing workflow that supports approvals, payment tracking, GST details, and customer records.
Overview
Quoting & Invoicing Tool explained
A quoting and invoicing tool turns a price conversation into a paid job, capturing the quote, the approval and the final invoice in one trail. For Australian small businesses, getting this right means cleaner cash flow, fewer disputes and far less chasing.
Cockatoo helps you set up a workflow where a quote can be sent, accepted and converted into an invoice without re-typing customer details. You can track who has paid, who is overdue and what is still sitting as an open quote.
If you are registered for GST, your tax invoices need to include set details. This is general guidance; for your specific obligations, consider checking the ATO requirements or speaking to a registered tax agent.
What to check
Key points
- Quotes that convert straight to invoices avoid double entry and errors.
- Tax invoices need set GST details once you are registered for GST.
- Payment tracking shows what is paid, due and overdue at a glance.
- Customer records carry contact and billing details between every job.
Before you start
What you'll need
- Your business name, ABN and GST registration status.
- A standard price list or rate card for common products and services.
- Clear payment terms, such as due dates and accepted payment methods.
- A customer list with contact and billing details.
- Wording for quote approvals so acceptance is recorded clearly.
Process
How it works
- Build a reusable quote template with your branding, terms and line items.
- Send quotes that customers can review and formally accept.
- Convert accepted quotes into tax invoices without re-entering details.
- Record payments and flag overdue invoices for follow-up.
- Review open quotes and unpaid invoices weekly to protect cash flow.
Avoid these
Common mistakes
- Issuing invoices that miss required GST details when registered for GST.
- Forgetting to set clear payment terms, which delays getting paid.
- Letting accepted quotes sit unconverted, so jobs go uninvoiced.
- Keeping no record of who approved a quote, inviting disputes later.
Common questions
Quoting & Invoicing Tool FAQs
What should a quoting and invoicing tool include?
Look for quote templates, one-click conversion to invoices, payment tracking and stored customer records. Cockatoo helps you connect these so a quote flows through to a paid invoice with minimal re-keying.
What details must a tax invoice show?
If you are registered for GST, a tax invoice generally needs your identity and ABN, the date, a description of items, the GST amount or a statement that it is included, and the buyer details for higher-value sales. Check the current ATO guidance for the exact requirements.
How does quote approval work?
A customer reviews the quote and accepts it, which records their agreement to the price and scope. That accepted quote can then be converted into an invoice, giving you a clear trail from offer to payment.
Can I track which invoices are overdue?
Yes. A good workflow shows each invoice as draft, sent, paid or overdue, so you can prioritise follow-ups. Reviewing this list weekly keeps cash flow steady and reduces awkward chasing later.
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