From Quote to Invoice: Opportunities and Billing

Turn opportunities into billables and then into Stripe invoices. This guide walks you from quote to payment in Piraja CRM.

Introduction

The flow

1. You create an Opportunity (or use an existing one) and add Billables — line items from your Services catalog or custom items with quantities and prices. This is your quote.
2. When the customer says yes, you generate an invoice from those billables using the Stripe Integration. The invoice is created in Stripe and can be sent to the customer.
3. The customer pays via Stripe; you track payment in Stripe and, where supported, in the CRM.

You need the Finance (billables) module and the Stripe integration enabled. See How to Invoice Customers with Stripe for setup. The same flow can be used for Tickets (e.g. support or project work): add billables to the ticket and generate an invoice when you're ready to bill.

Step 1: Create the opportunity and add billables

Create or open the opportunity

1. Create an Opportunity and link it to the contact (individual and/or organization) you're quoting for. Give it a clear name (e.g. "Acme Corp – Q1 subscription").
2. Move the opportunity to the right stage in your pipeline (e.g. Proposal or Quote sent) so the team knows where the deal stands.

Add billables (your quote)

1. Open the opportunity and find the Billables tab or section.
2. Add line items: either select from your Services catalog (if you use it and it's synced to Stripe) or add custom items. For each line enter description, quantity, and price (and VAT if applicable).
3. Ensure the customer (individual or organization) is set on the opportunity so the invoice will be sent to the right party. The billables you add are your quote; when the customer agrees, they become the basis for the invoice.

Step 2: Generate the invoice when the deal closes

When to generate

Generate the invoice only when the customer has agreed to the quote (e.g. deal won, contract signed, or verbal confirmation). That avoids sending an invoice before the deal is confirmed.

How to generate

1. From the same opportunity (with billables and customer set), use the option to generate an invoice or create Stripe invoice from the billables.
2. The Stripe Integration creates the invoice in Stripe using the line items and the customer linked to the opportunity.
3. The invoice can be sent to the customer by email from Stripe, or you can share the link yourself. The customer pays via Stripe (card, bank, etc. depending on your Stripe setup).

Step 3: Track payment

Where payment is tracked

• Stripe processes the payment. Use your Stripe dashboard to see payment status (e.g. paid, overdue, failed).
• Depending on your CRM setup, payment status may also be reflected in the CRM (e.g. on the opportunity or in a finance view). Check your Finance or Stripe integration for how status is synced.

Follow-up on overdue invoices

For overdue invoices, use Stripe's reminder options or follow up manually. See How to Get Paid Faster for tips on terms, reminders, and clear invoicing.

Using the same flow for tickets

Billables can be added to Tickets as well as opportunities. Use this when you're billing for support work, projects, or one-off work that's tracked in a ticket:

1. Open the Ticket and add billables (line items) in the Billables section.
2. When you're ready to bill, generate an invoice from the ticket's billables. The Stripe integration creates and sends the invoice as with opportunities.
3. Link the ticket to the correct Individual or Organization so the invoice goes to the right customer.

Best practices

Keep billables in sync with what you quoted

The line items on the opportunity (or ticket) should match what you quoted. When you generate the invoice, those same lines become the invoice; if they're wrong, the invoice will be wrong. Update billables if the customer requests changes before you invoice.

Use the Services catalog for consistency

Where possible, use your Services catalog so products and prices are consistent and synced to Stripe. That reduces errors and keeps Stripe products in line with your offerings.

Generate the invoice only when the deal is confirmed

Avoid generating an invoice before the customer has agreed. That prevents sending premature invoices and keeps your billing process clear.

Frequently asked questions

Can I invoice from a ticket instead of an opportunity?

Yes. Billables can be added to tickets as well. The quote-to-invoice flow is the same: add billables to the ticket, ensure the customer is set, and generate the invoice when you're ready to bill.

What if I need to change the quote after adding billables?

Edit the billables on the opportunity (or ticket) before you generate the invoice. Add, remove, or change line items and prices so the invoice reflects the agreed scope.

Who can I contact for help?

Contact support at support@piraja.io.

Conclusion

Go from quote to invoice by adding billables to opportunities (or tickets), connecting Stripe, and generating invoices when the deal is confirmed. Track payment in Stripe and follow up on overdue invoices. For more, see How to Invoice Customers with Stripe and the Stripe Integration guide.