Document Actions — Send, Void, Convert, Duplicate, and Remind

5 min readPublished April 12, 2026Updated July 15, 2026

Sending Documents

You can send documents to customers via email directly from the document detail page. Documents in Draft, Sent, or Viewed status can be sent or re-sent.

  1. 1Open a document from the Invoicing page.
  2. 2Click 'Send Email' to send the document via email. The customer receives a professional email with the document details and a link to view it online.
  3. 3After sending, the document status updates to 'Sent'. If the customer opens the document link, the status updates to 'Viewed'.
Note

Email sending requires an email provider to be configured in Settings > Email. If no provider is connected, Fixmo uses the default system email ([email protected]).

Converting Quotations to Invoices

Quotations can be converted into invoices with a single click. The normal flow is to wait for the customer's approval, but staff can also convert without it when the customer agrees in person or over the phone. Admins, Managers, and Cashiers can convert quotations in their branch.

  1. 1Send a quotation to the customer. They can approve or reject it through the customer portal link included in the email.
  2. 2Open the quotation. The 'Convert to Invoice' button appears on Approved, Draft, Sent, and Viewed quotations.
  3. 3If the quotation is Approved, clicking the button converts it immediately.
  4. 4If the customer hasn't approved it yet, a confirmation dialog appears — 'Convert without customer approval?'. Click 'Convert Anyway' to proceed. The override is recorded on both the quotation and the new invoice, in the 'Corrections & related records' panel, with who converted it and when.
  5. 5A new invoice is created with all line items, customer details, and totals copied from the quotation.
  6. 6The quotation status changes to 'Converted' and shows a link to the new invoice in the Related Documents section.
  7. 7You are redirected to the new invoice where you can review, adjust, and send it.
Note

A quotation the customer explicitly rejected cannot be converted. If they change their mind later, duplicate the quotation and start fresh.

Voiding Documents

Documents that are no longer valid can be voided. Only Admins can void documents. Voided documents remain visible in the list but are clearly marked and excluded from financial calculations.

  1. 1Open the document you want to void.
  2. 2Click the 'Void' button (visible to Admins only, not available on Paid or already Voided documents).
  3. 3Confirm the action in the confirmation dialog.
  4. 4The document status changes to 'Voided' permanently.
Warning

Voiding a document is permanent and cannot be undone. If you need a corrected version, duplicate the document first, then void the original.

Duplicating Documents

Any document can be duplicated to create a new Draft with the same content. This saves time when creating similar or recurring documents.

  1. 1Open any document from the Invoicing page.
  2. 2Click the 'Duplicate' button in the action bar.
  3. 3A new document is created as a Draft with the same line items, customer, and settings.
  4. 4You are redirected to the new document where you can make adjustments before sending.

Sending Payment Reminders

For invoices with outstanding balances, you can send payment reminders to customers. This is available for invoices with status Sent, Viewed, Partially Paid, or Overdue.

  1. 1Open the invoice with an outstanding balance.
  2. 2Click the 'Remind' button in the action bar.
  3. 3Fixmo sends a payment reminder notification to the customer.
  4. 4The reminder count is tracked on the document detail page under Details.

Frequently Asked Questions

How do I send an invoice to a customer in Fixmo?+
Open the document from the Invoicing page and click 'Send Email' to send via email. The document must be in Draft, Sent, or Viewed status. After sending, the status updates to Sent.
How do I convert a quotation to an invoice in Fixmo?+
Open the quotation from the Invoicing page and click 'Convert to Invoice'. An approved quotation converts immediately. A quotation the customer hasn't answered yet (Draft, Sent, or Viewed) can also be converted — Fixmo first asks you to confirm converting without customer approval, and records the override on both documents. A new invoice is created with all the quotation's line items, customer details, and totals copied over, and the quotation status changes to Converted.
Can I convert a quotation the customer hasn't approved yet?+
Yes. If the customer agrees over the phone or in person, you don't have to wait for them to tap Approve on the quotation link. Click 'Convert to Invoice' on the Draft, Sent, or Viewed quotation and confirm 'Convert Anyway' in the dialog. The conversion is recorded as an approval override — the quotation and the new invoice both show who converted it and when in the 'Corrections & related records' panel. A quotation the customer explicitly rejected cannot be converted.
Can I void an invoice in Fixmo?+
Yes. Admins can void any document that is not already Paid or Voided. Open the document and click the 'Void' button. Confirm the action in the dialog. Voided documents cannot be un-voided — this action is permanent.
How do I send a payment reminder in Fixmo?+
Payment reminders are available for invoices with status Sent, Viewed, Partially Paid, or Overdue. Open the invoice and click the 'Remind' button. Fixmo sends a reminder notification to the customer. The reminder count is tracked on the document detail page.
Can I duplicate a document in Fixmo?+
Yes. Open any document and click the 'Duplicate' button. Fixmo creates a new document with the same line items, customer, and settings but as a new Draft. This is useful for creating recurring invoices or similar quotations.

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