Every freelance job travels with at least three documents: a quotation when you agree on price, an invoice when you bill, and a receipt when the job closes. If those three are not connected, you retype the same information three times and risk mismatched numbers that make clients raise an eyebrow. This tutorial walks the full flow in MANA.
Before you start: add the client
Create the client contact once — company name, tax ID, and billing address. Every document from then on pulls these details automatically. For corporate clients the tax ID has to appear on documents anyway, so capture it up front and never type it again.
Step 1: Issue the quotation
- Create a new quotation and select the client.
- Itemise the work — design fee, extra revision rounds, and so on — rather than one lump sum. Detailed line items discourage blanket haggling and make scope explicit.
- Enable VAT if you are VAT-registered, and turn on withholding tax if the client is a company. MANA calculates the net amount you will actually receive, so the bank transfer never surprises you.
- Add the terms that protect you: quote validity period, number of included revisions, deposit terms. Send it off.
Step 2: Client approves — convert to an invoice
When the client confirms, do not rebuild anything. Convert the quotation into an invoice; line items, prices, and client details carry over. Before sending, check two things:
- Due date. Set one on every invoice — it drives the entire overdue-tracking system later.
- Deposit. If you agreed on one, issue the first invoice for that portion (for example, 50% before work starts).
Step 3: Get paid with PromptPay and verify the slip
MANA invoices can carry a PromptPay QR code, so the client scans and pays from their phone immediately — cutting days off the classic "accounting will process the transfer" cycle.
When the payment slip arrives, MANA verifies it against the bank automatically: real transfer, real amount, not a doctored screenshot. With fake slips increasingly common in Thailand, this check matters more every year. Once verified, record the payment against the invoice — its status flips to paid and the amount flows into your finance overview on its own.
Step 4: Close the job with a receipt
Issue the receipt from the paid invoice in one click, with document numbering running automatically. Most corporate clients need the receipt for their own reimbursement process, and the faster it lands, the more professional you look. If the client wants electronic documents, MANA delivers e-Tax documents by email.
What you get when the three documents connect
- Numbers agree across every document without manual cross-checking, because they come from a single source
- Full pipeline visibility: how much is quoted, awaiting payment, and collected
- Withholding tax recorded per document, so year-end filing starts from data instead of chat-history archaeology
- A complete document history per client, which makes pricing the next job sharper
All of this is in MANA's free plan. Start with your very next job at heymana.app.