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Create and manage customer quotes and invoices. Pull line items from your Service Catalog, set payment terms, and send via your organization’s active payment processor for hosted online payment or QuickBooks for accounting sync.

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What it does

  • Quote drafting — Build multi-line quotes with custom descriptions, quantities, and pricing
  • Invoice generation — Convert service agreements, logged time, or manual line items into invoices
  • Multiple destinations — Send invoices to your active payment processor (for online payment) and/or QuickBooks (for accounting)
  • Catalog integration — Pick from your Service Catalog or enter free-text items
  • Payment options — Card, ACH, bank transfer, SEPA debit, and more per invoice
  • Tax & due date control — Set tax rate and override the default 30-day due window
  • White-label branding — Your logo, address, and tax details appear on every quote and invoice you send

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How to create a quote

1

Open Quotes and click New Quote

In the PSA module sidebar, click Quotes, then click the New Quote button.
2

Fill quote basics

Enter a title (e.g. “Managed IT Services Proposal”), select a company and contact (optional), and set a validity date.
3

Add line items

Click Add Item. For each row, enter description, quantity, and unit price. Total calculates automatically.
4

Set tax and review totals

Enter a tax rate (%). Subtotal, tax amount, and grand total update in real time.
5

Create the quote

Click Create Quote. The detail page lets you review, send, or edit before acceptance.

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Quote recipient (Bill to)

Every quote has its own Recipient / Bill to block, independent of the company and contact you pick. This is what actually appears on the public quote page, the quote PDF, and the quote email — so even a quote with no company attached still has somewhere to put a full billing address. Fill in name, email, phone, and address directly, or click Use company details to pull them from the company and contact you’ve already selected. An override always takes precedence over the company/contact fields on every surface; leaving a field blank falls back to the corresponding company or contact value.
Once a quote is accepted or converted to an invoice, the recipient block (along with the linked company and contact) is frozen — it can no longer be edited. This keeps the billing record on an accepted quote immutable even if the underlying company or contact record changes later.

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How to generate an invoice

1

Open Invoices and click Generate Invoice

In the PSA module sidebar, click Invoices, then click Generate Invoice.
2

Choose destination(s)

Check Collect payment via <your active processor> (for hosted online payment) and/or QuickBooks (for accounting sync). If QuickBooks is checked, link a Portal Company; click Sync now if not yet synced.
3

Select a client and agreement (optional)

For your payment processor, pick a customer from your connected account. Optionally link a Service Agreement to auto-populate recurring charges, or pull in approved unbilled time.
4

Set period and line items

Define the billing period. Add manual line items by picking from your Service Catalog or entering free-text descriptions and amounts. Catalog items sync to your processor automatically.
5

Configure payment options

Set a custom due date (default: 30 days from invoice date). If Stripe is your active processor, enable payment methods: Card, ACH, Link, Bank Transfer, SEPA Debit. If none selected, Card and ACH are used.
6

Generate the invoice

Click Generate. The invoice is created and synced to your chosen destination(s).

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Payment processors

Regentra separates payment integrations into two roles, and enforces at most one active provider per role for your organization:
  • Processor — collects payment from the customer. Stripe, Alternative Payments, QuickBooks or Zoho Books.
  • Accounting — records the invoice to your books. QuickBooks Online, Zoho Books or Xero.
QuickBooks and Zoho Books can hold both roles at once — connecting one claims the Accounting slot and claims the Processor slot only if it is free. Xero holds the Accounting role. Connect a processor or accounting integration under Settings → Integrations. If you try to connect a second provider for a role that’s already occupied, Regentra shows a confirmation naming the current holder and what switching means for existing invoices, rather than silently overriding it — you have to confirm the switch explicitly. Whichever processor is active drives the invoice generation form: the checkbox reads “Collect payment via <your processor>” instead of a hard-coded provider name, and Stripe-specific options (customer picker, payment method selection) only appear when Stripe itself holds the Processor role.
Alternative Payments can collect through its accounting-system connection or receive invoices directly from Regentra when direct sending is enabled. Use one route for the same invoices. Direct sending supports USD and sends the AP copy on Send or an approved review release.

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Importing invoices from Stripe

If you’ve ever billed a customer directly from the Stripe Dashboard rather than through Regentra, click Import from Stripe on the Invoices page to pull those invoices in. Each run:
  • Looks back 90 days and imports up to 1,000 invoices by default.
  • Matches each Stripe invoice to an existing customer where possible; unmatched customers are listed after the run with a pick a company to link shortcut, so future invoices for that customer resolve automatically.
  • Is safe to re-run — an invoice already imported is updated in place rather than duplicated.
  • Shows a Run again to continue link if it hits the 1,000-invoice cap, picking up exactly where it left off.
Imported invoices carry a Stripe badge to distinguish them from invoices you generated in Regentra. Because Stripe owns their content, a Stripe-origin invoice can’t be edited or regenerated the way a Regentra-generated one can. Voiding one still works, but asks you to confirm you understand it originated in Stripe and that voiding here also voids it there — the confirmation names the Stripe invoice and links to it.

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QuickBooks push visibility

When your invoices should flow to QuickBooks automatically as they’re created (rather than only on demand), turn on auto-push in your QuickBooks mapping settings. From that point forward, new invoices for QuickBooks-synced companies push automatically; invoices imported from Stripe before you turned this on are left alone so historical data isn’t retroactively pushed. To see what still needs attention:
  • The Not in QuickBooks filter on the Invoices list shows every invoice that hasn’t reached QuickBooks yet, with a badge explaining why — not yet synced, the company isn’t linked to a QuickBooks customer, or the last push attempt failed (with the error shown on hover).
  • Send to QuickBooks, available to admin roles, lets you select up to 50 not-yet-synced invoices at once and push them in a single action, rather than one at a time.
  • A connection-health banner appears on the Invoices list itself (not just the Integrations page) if your QuickBooks connection needs to be reconnected.

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White-label branding

Your organization’s logo, legal name, address, tax ID, and remit-to details — configured once under Settings → Company Profile — appear automatically on:
  • The public quote page and the quote PDF
  • The invoice PDF
  • The quote-send email
You can also set default footer/memo text for quotes and invoices, and choose whether your tax ID appears on quotes. If you’d rather not show Regentra’s own branding alongside yours, the Show “Powered by Regentra” toggle in the same settings controls that footer line across every one of these surfaces.

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Supply dates & tax compliance

When adding manual line items, optionally enable Supply date to specify a single date or date range (e.g. “Service period: 2026-05-01 — 2026-05-31”). This is rendered on the invoice and helps satisfy UK/EU tax-point rules.

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Frequently asked questions

Yes. On an accepted quote’s detail page, click Convert to Invoice. The new invoice copies the quote’s line items and its resolved recipient (“Bill to”) details, so the invoice matches exactly what the customer signed off on.
The invoice retains the price and description at the time of generation. Historical invoices are unaffected. A new price is created on the next sync if the unit amount or currency changed.
Yes. Check both destinations, link a Portal Company for QuickBooks, and generate. The invoice is created in both systems independently.
Line Items are one-off charges on a single invoice. Service Agreements (Projects & Agreements) define recurring billing built from their own line items. You can link an agreement and still add extra line items.