Quotes with a payment link: quote to invoice
How one link for every quote sped up card charging, invoicing and updating departments in our phone sales team - and what still stays in a person's hands.
Published: · Yarin Amrusi
Updated:
In our business I saw that we were wasting a lot of time charging customers by credit card. In the phone sales team, every order went through several manual steps:
- Reaching the customer by phone.
- Charging them by credit card.
- Sending an invoice after the charge.
- Updating whoever needs to know that there's a new order.
And when a quote changed, another document had to be sent to the customer.
What I built: one link for every quote
With every quote, the customer gets a link. Through it they can view the quote, download it as a PDF, change the name that will appear on the invoice and pay. After payment, the invoice is sent to them on its own. The link also shows how long the quote is valid and the contact person, with buttons to call or message on WhatsApp.
If the quote changes, the change appears in the same link, so the customer gets one document instead of several.
The order reaches every department
When the customer pays, the order appears automatically in every department, including the warehouse and deliveries, and everyone can start working on it.
What still stays in a person's hands
The quote itself is still prepared by the sales team. From the moment it's ready, almost everything else happens automatically.
Automatic invoices and allocation numbers in Israel
When the invoice goes out on its own after payment, make sure it includes an allocation number when one is needed. According to the Israel Tax Authority (Hebrew), from 1 June 2026 a tax invoice for more than ₪5,000 before VAT to a business customer must include an allocation number, or the customer won't be able to deduct the input VAT. The request for the number is usually sent by the invoicing software, and it's worth checking the details for your business with your accountant.
A short checklist
- How many manual steps does a phone order go through, from the quote to the invoice?
- How many times a week does a customer get a revised quote?
- Who tells the warehouse and deliveries that an order has been paid, and how quickly?
- Does your invoicing software request allocation numbers automatically?
When you don't need custom development
If you have only a few orders a day, or all orders are paid on the spot, the invoicing software you already use may be enough. Many such tools can send a payment link. Custom development starts to pay off when payment needs to connect to the rest of the business, and when quotes change often.
Frequently asked questions
Does an invoice to a private customer need an allocation number too?
No. An allocation number is needed only when the customer deducts input VAT, and a private customer doesn't.
The home page also has screenshots of other systems I built. If you have a similar process that takes up time, you can tell me about it in a short conversation.