The quote gets signed. The invoice follows.
Prepare your quote, send it by email and let your customer sign it online. Gillia then prepares the invoices to issue according to your sales cycle and your invoicing policy.
Your quotes and invoices, in practice
One conversation with Gillia, from the first quote to the last payment. It prepares, you approve.
Prepare the quote
Choose the customer, add your items or services, and adjust the quantities, prices and VAT of each line. Gillia calculates the total as you go. You can keep the quote as a draft.
- Draw up a quote for Mrs. Martin: 2 days of painting, 25 m² living room.
- Apply 10% VAT to this job.
- Add floor and furniture protection.
A detailed quote to review before sending it.
Send it to your customer
Review the message, then send the quote by email: it includes a button to view and sign it online.
- Send Mrs. Martin's quote out for signature.
Your customer receives a link to view and sign the quote online.
Follow the customer's answer
Until the customer signs, the quote stays awaiting signature. You can follow up, or even edit it: the link already shared will show the updated version. If the customer agrees by phone, you mark the quote as accepted.
- Which quotes are left to close?
- Accept Mrs. Martin's quote, she confirmed by phone.
You see the quotes to follow up and those already accepted.
The quote is accepted
The next steps open up: deliver, request a deposit, convert the quote into an order or invoice it. The quote's items are reserved in stock until it is invoiced.
- Add a 30% deposit to the quote.
- Which quotes reserve stock on this item?
You choose what comes next, without leaving the quote.
Issue the invoice
You choose when and what to invoice: the quote balance, an amount or a selection of lines. Gillia prepares the draft invoice, which you review before issuing it.
- Create the invoice for Mrs. Martin's quote.
- Create the invoice for the delivered order.
A draft invoice to review, which you issue when you're ready.
Follow the payment
When the customer pays, record the payment, in one go or in several instalments with a payment schedule. You follow the invoices that are paid and the payments still expected.
- Which invoices are overdue?
- Follow up on invoice 2026-F117.
- Mark invoice 2026-F117 as paid.
You can see which invoices are paid and which payments are still to follow up.
You choose when and how to invoice.
Gillia adapts to your sales cycle and the way you invoice. These settings can be changed at any time, without touching your history.
Your sales cycle
- SimpleQuote → Invoice
Craftspeople, service providers, shops without delivery.
- Standard DefaultQuote → Delivery notes → Invoice
Most businesses that deliver. Partial deliveries are possible.
- LogisticsQuote → Order → Preparation → Shipping → Delivery → Invoice
Trade, distribution, warehouses: line-by-line tracking.
Your invoicing policy
- Manual Default
You invoice when you decide: what's delivered but not invoiced, the balance, an amount or a selection of lines.
- On order
As soon as the order is confirmed, or as soon as the quote is accepted if you have no order: an invoice for everything, or a deposit.
- On shipment
When each delivery note is validated: an invoice for the lines shipped.
- On delivery
When the delivery note is signed: an invoice for the quantities accepted.
- Periodic
All of a customer's uninvoiced delivery notes on a single invoice, at the end of the week or month.
By default, each event creates a draft, to review and then issue. Automatic issuing, as an option, issues the invoice right away. An issued invoice can no longer be edited: any difference goes through a credit note.
Your invoicing rules, set up once.
VAT, legal disclosures, numbering, payment terms : you set them up at onboarding, and Gillia applies them to every quote and every invoice.
Rates and services
Your services and their prices, saved once for all your quotes.
Applicable VAT rates
One rate per line: construction, reduced or standard VAT.
Logo and visual identity
Your logo and colors on every document.
Required legal disclosures
Your legal status disclosures, added automatically.
Quote & invoice numbering
A continuous, chronological sequence, with no gaps or duplicates.
Payment terms
Payment deadline and late fees, set once.
Deposits and payment schedules
A deposit as a percentage or a fixed amount, and payments in installments.
Quote validity period
A validity end date on every quote.
Ready for e-invoicing.
The reform makes electronic invoicing mandatory in France, depending on company size. Gillia is ready, through a partner accredited platform.
Receive
Since 1 September 2026, all companies must be able to receive electronic invoices.
Issue
Since 1 September 2026 for large companies and mid-sized companies (ETI), from 1 September 2027 for SMEs and micro-businesses.
Through an accredited platform
Invoices go through a platform accredited by the State. Gillia relies on a partner accredited platform.
Your invoicing monitored, without you having to think about it.
Unpaid invoices, scheduled reminders, revenue invoiced and collected, the status of every quote : ask Gillia to know the state of your invoicing at any time.
Overdue invoices
4| Client | Amount | Overdue by |
|---|---|---|
| SCI Bellevue | €2,340 | 12 days |
| Mr. Roche | €980 | 6 days |
| Mrs. Petit | €410 | 2 days |
Flagged from the first day it's overdue, with no need for you to check every due date.
Scheduled reminders
3| Invoice | Client | Send |
|---|---|---|
| 2026-F117 | Mrs. Martin | If unpaid |
| 2026-F109 | SCI Bellevue | Tomorrow 9am |
The tone and timing of each reminder are the ones you chose.
Revenue invoiced this month
€18,420+12 % vs last month
€14,210 already collected, the rest is following its due date.
Status of open quotes
9| Quote | Client | Status |
|---|---|---|
| 2026-085 | Mr. Costa | Signed |
| 2026-086 | Mrs. Aziz | Open |
| 2026-087 | Mr. Blanc | Sent |
Sent, opened, signed, declined : a clear status for every quote.
Breakdown of this month's revenue
77 % collectedThe overdue share is isolated first, as a priority for follow-up.
Average payment time · 5 months
17 days on averageAutomatic reminders bring the delay down month after month.
- Quote
- Order
- Delivery
- Invoice
- Payment
From quote to payment, everything is linked.
Depending on your setup, quote, order, delivery, invoice, payment and stock follow each other from one document to the next: you can see at any time where each sale stands.
- Invoice linked to the quote and the order
- Stock tracked by location in warehouse mode
- Shared customer record
- Revenue available from your data
- Statuses and actions to confirm from Gillia
- An accepted quote reserves stock until it is invoiced
Frequently asked questions
See how Gillia does it: create a quote, follow up on a pending quote or duplicate an existing quote.
See usage examplesInvoices generally need to be kept for several years under accounting and tax record-keeping requirements. Your Gillia documents stay archived and accessible at any time, with no filing to do yourself.
Yes. Gillia relies on a partner accredited platform. Since 1 September 2026, all companies must be able to receive electronic invoices; issuing them has been mandatory since that date for large companies and mid-sized companies (ETI), and will be from 1 September 2027 for SMEs and micro-businesses.
Issuer and client identity and address, invoice number, date, description and price of the services, applicable VAT rate, legally required business disclosures : Gillia applies them automatically to every document as soon as your business details are set up.
Yes. Each line of the quote can carry its own rate : just tell Gillia which rate applies to which service — for example, the 10 % reduced VAT rate on labor and the standard rate on certain materials.
Ask Gillia to add a deposit as a percentage or a fixed amount : it appears on the quote along with the remaining balance due, and the matching deposit invoice can be generated as soon as it's collected.
Yes. Your quotes, invoices, and payments can be exported to share with your accountant, on top of the records Gillia already keeps up to date as you go.
A quote is a priced proposal that's subject to the client's approval : it doesn't commit anyone to payment until it's signed. An invoice, on the other hand, records a service that's been delivered or ordered and makes payment due on its due date.
Gillia flags the overdue invoice from the very first day and triggers the reminder you've configured. You stay in control to adjust the tone or move to a more formal approach if the delay drags on.
No : invoice numbering needs to be sequential and chronological, with no gaps or duplicates. Gillia assigns it automatically on every issue, in keeping with that rule.
Yes. Logo, colors, and contact details are set up once during onboarding, then applied automatically to every new document, with nothing to reconfigure.