Quotes & Invoices
What are Quotes & Invoices?
Quotes & Invoices lets you create professional, branded quotes (estimates) and invoices for your leads and clients, send them with a single click, and get paid — all from inside Mango9 and tied directly to your CRM contacts.
Build a quote with line items from your catalog, send it as a branded web link, and let customers accept it online. When they accept, Mango9 automatically turns the quote into an invoice and takes them to a pay page. You can also create invoices directly, record payments, and track who still owes you.
Note: This is separate from your Mango9 account/subscription billing. Quotes & Invoices is for you billing your own customers.
Key Capabilities
Branded quotes & invoices
Add your logo, accent color, and business details so every document looks like yours
Line items with tax & discounts
Per-line quantity, price, discount %, and tax %, grouped into sections, with automatic totals
Reusable item catalog
Save your products/services once and drop them into any document
Templates
Start from prebuilt or custom templates, including industry templates like construction estimates
CRM-linked
Attach a document to any lead/contact and see all their quotes from their contact record
Online accept/decline
Customers view, accept, or decline a quote from any device — no login required
Auto quote → invoice
Accepting a quote automatically creates the matching invoice
Payment tracking
Record full or partial payments; status updates automatically and balance due is tracked
One-Time Setup (Settings)
Open Settings to configure the defaults that appear on every document:
Business Info & Branding
Company name, contact details, logo, and accent color.
Numbering & Defaults
Prefix and next number (e.g. Q-1001), plus default currency, tax rate, terms, and notes.
Custom Fields
Add your own fields (text, number, date, dropdown, checkbox) to capture extra details.
Signature Line
Show or hide a signature line on documents.
Creating a Quote
- 1Start a New Quote from the menu, or from a contact's Quotes tab to pre-fill the customer.
- 2Optionally pick a template to pre-fill terms, notes, and items.
- 3Choose the customer: Search your contacts to attach a lead, or type the bill-to details manually.
- 4Add line items: Pull from your catalog or type them in. Set quantity, unit price, discount %, and tax % per line. Totals calculate automatically.
- 5Set dates & terms: Issue date, optional expiry date, plus terms and notes.
- 6Save as a draft, or Save & mark sent.
Sending & Customer Acceptance
Send
Click Send and Mango9 emails the customer a secure link to a branded, read-only online quote, marking it as Sent. You can also download/print a PDF or share the link yourself.
What the customer sees
On the link, the customer can Accept — which automatically creates the matching invoice and sends them to its pay page — or Decline. Expired quotes can no longer be accepted.
Status lifecycle: Draft → Sent → Accepted / Declined / Expired. You can also change a quote's status manually from its detail page.
Invoices & Payments
Invoices work just like quotes and share the same settings, catalog, templates, and custom fields. Create one directly, convert a quote, or have it created automatically when a customer accepts a quote. Invoice fields mirror quotes, plus a due date, payment instructions, an optional "Pay Online" link, and live amount paid / balance due totals.
Recording Payments
Record a payment with amount, method, reference, date, and an optional note. Partial payments and multiple payments over time are supported. Mango9 recalculates the balance and updates the status automatically:
Draft / Sent / Void
Set manually
Partial
Some payment recorded, balance remaining
Paid
Fully paid
In the CRM
Contact Quotes Tab
Open a contact and use the Quotes tab to see every quote tied to that lead and start a new one pre-filled with their details. Quotes and invoices created for a contact stay linked to it, giving you a running record of what you've quoted and billed each customer.
Good to Know
Quotes vs. invoices: Quotes are proposals/estimates the customer accepts; invoices are for billing and tracking payment. Accepting a quote creates the invoice automatically.
"Estimates": Some templates are named like estimates (e.g. construction), but they're created as quotes.
Payments: The Pay Online button uses a payment link you provide (e.g. your Stripe/PayPal link) on the invoice.
Access scope: Owners/admins can see the whole company's documents; agents see their own. Available to client accounts and lead-buyer agents.