Converting a document to another type

You don’t need to retype a document to turn it into another type. You convert a quote into an invoice, an invoice into a quote or a recurring invoice, a proforma into a delivery note, and so on. NumNum then creates a new document with the same customer and the same lines. The original document stays as it is.

Where to find it

1. Open the overview of the original document, for example Quotes or Invoices
2. Click the … menu at the end of the document’s row
3. Choose the new type, for example Create invoice or Create quote

The conversions are in the menu under the subheading Invoice. For an invoice, you find them under Other options.

Which conversions exist

You only see the conversions you have the rights for: you need to be allowed to create the new document type, and to see the prices of both the original and the new document.

💡 Tip: Want to link two existing documents to each other without creating a new one? Choose Link to document in the same menu.

Creating an invoice from a quote, purchase order, delivery note or proforma

When you click Create invoice, you first choose:

• Only this document: an invoice from this one document
• Multiple documents: one invoice for several documents of the same type, for example three delivery notes for the same customer

Then click Next.

Are you converting a quote into an invoice, proforma, purchase order or delivery note, and does the quote have an introduction, remarks or a reference? Then the Carry over data from quote window appears. Tick what you want to take along. Anything you don’t tick gets the default text of the new document. If there are already advance invoices for the quote, you can also deduct them from the invoice right there. Read more in Working with advance invoices.

Several proformas in one invoice

1. Click Create invoice next to a proforma and choose Multiple documents
2. Tick the proformas that should go on the invoice in the list
3. Click Create Invoice

The proformas are placed on the invoice in date order. Above the lines of each proforma there is a title line such as Proforma from 03/11/2026 : PF2026-0012. The proformas are linked to the invoice. If you delete that invoice, you can invoice the proformas again.

You can only invoice proformas together if they:

• belong to the same customer
• have the same VAT regime and the same VAT declaration
• have the same document discount and cash discount (and no discount amount)
• have not been invoiced yet

If one of these conditions isn’t met, you get a message and no invoice is created. Is a proforma already fully invoiced and do you want to invoice it again? Then first create a credit note for that invoice.

Creating a quote from an invoice

Want to quote a similar job again, or use an invoice as the basis for a new quote? Click … next to the invoice and choose Create quote under Other options.

Can you no longer edit the invoice, for example because it has already been sent? Then you also find the Create quote button in the window that tells you so.

The new quote:

• takes over the customer, the contact person, the project, the language, the VAT settings, the document discount and all lines and groups of the invoice
• gets a new number, today’s date, the default validity of your quotes and your default texts for quotes
• does not take over the cash discount or the deduction of advance invoices
• is not linked to the invoice

You land straight in the editor of the new quote, where you can still adjust everything.

You can’t create a quote from an advance invoice. If the invoice’s customer has been deleted or archived, the option is greyed out.

Creating a recurring invoice from an invoice or quote

Do you invoice the same service every month or every quarter? Turn it into a recurring invoice:

1. Click … next to the invoice or quote and choose Create recurring invoice
2. A pre-filled form for a new recurring invoice opens. Nothing has been saved yet
3. Choose the schedule under Repeat Start (the start date) and Repeat Type (the frequency)
4. Click Save to start the recurring invoice

The customer, contact person, project, lines, VAT reverse charge, discount and language are taken over. From an invoice, the cash discount, payment method and payment term come along too. For its texts, the recurring invoice uses your default invoice texts.

This isn’t possible from an advance invoice, for an archived customer, or for a document with a 6 % VAT declaration.

To learn how recurring invoices work from there, see How do I work with recurring invoices?

Creating a delivery note from a proforma

Click … next to the proforma and choose Create delivery note. The delivery note takes over the customer, contact person, project, reference, VAT settings, discount, language, payment term and lines. It gets a new number and your default texts for delivery notes. The proforma and the delivery note are linked to each other.