Issue an offer confirmation

An Offer Confirmation (German: Auftragsbestätigung) is a supporting document in the Invoicing module that confirms an accepted offer. In the create dialog it reads "Confirms an accepted offer." Use it when a customer has agreed and you want to send a formal acknowledgement before the invoice. It carries line items and lives alongside your invoices, and it follows the same Draft, Issued, Voided lifecycle. It carries no money: no payment status and no payment QR code. When the deal moves to billing, you convert it straight into an invoice.

If you expect an Auftragsbestätigung, this is the document to use. It is the post-signature acknowledgement that bridges the signed offer and the first invoice.

Who this is for

Installer admins and account managers with an editor-or-higher role who want to send a customer a formal confirmation of an accepted offer, with line items and its own document number, before issuing the first invoice. Admins configure the offer-confirmation prefix and numbering.

Before you start

• Configure Issuing details for your company. The same one-time setup that's required before invoices also applies to offer confirmations. See Set up issuing details.
• Offer confirmations are available in every country, so any workspace can create them.
• Decide whether the offer confirmation attaches to an existing customer and project or stands alone.

Issue an offer confirmation

1. Open the Invoicing tab in the Portal navigation.
2. Click New in the top-right. The Create new document dialog opens.
3. (Optional) Pick a Contact or project if the document belongs to a specific customer or job.
4. Under "What do you want to create?", pick Offer confirmation.
5. (When picked under a project) The Option to import and Line item grouping dropdowns appear, the same as for invoices. Use them to auto-fill the line items from a signed or unsigned offer.
6. Click Create. The document opens in the editor with line items, rebates, locale, and footer, the same shape as the invoice editor, without a payment status or a payment QR code.
7. Edit the draft. You have the same freedom as an invoice draft: change anything until you Issue. Text fields such as description, memo, and Endnotes save automatically shortly after you stop typing, so there is no Save button.
8. When ready, click Finalize in the editor header. The Review and finalize dialog opens.
9. (Optional) Tick Send email to customer.
10. Click Issue offer confirmation. Reonic generates the PDF, assigns the document number from your offer-confirmation prefix (for example OC-2026-0042), and locks the document.
11. If you ticked Send email to customer, the send dialog opens automatically. Otherwise use the Send via email button on the issued document later.

Convert an offer confirmation into an invoice

Once the customer accepts and you are ready to bill, convert the issued offer confirmation rather than re-keying it:

1. Open the issued offer confirmation.
2. Use the Duplicate into type action and choose Invoice.
3. Reonic creates a new invoice draft with the same line items and rebates pre-filled.
4. Review the draft, then Issue and Send the invoice the usual way.

Edit, void, and archive

• Draft. Editable. Line items, rebates, locale, footer, and text all change freely.
• Issued. Locked. The number, the PDF, and the data are fixed. From here you can Void, or re-issue a fresh document.
• Void. If issued in error, void it. Reonic generates a voided PDF, and the number stays reserved (the next document takes the next number).
• Archive. Works on Draft or Voided offer confirmations. To take an issued one out of your default list view, void it first, then archive the voided document. Archiving a whole document group archives every non-archived document inside it, the offer confirmation included; Restore group reverses that.

Things to know

• Offer confirmations have their own numbering. The prefix and counter are separate from your invoice, partial invoice, and credit-note sequences. Configure them in Settings > Company settings > Invoicing > Issuing details.
• No payment status. An offer confirmation does not track Paid, Unpaid, or Overdue, and it stays out of the outstanding-balance calculation.
• Custom legal conditions go in the Endnotes field. Suspensive or precedent conditions (the aufschiebende Bedingungen use case) go in the Endnotes field (German: Endnoten) at the bottom of the editor as free text.
• The email carries the Reonic-rendered PDF. To send your own terms PDF, a datasheet, or a photo alongside an offer confirmation, send it to the customer separately.
• Billing integrations sync invoices and credit notes. Your connected billing integrations sync invoices and credit notes, not offer confirmations.

Need help?

• Step-by-step questions about this flow. Contact Reonic support.
• Feature requests or something missing. Contact Reonic support.
• Bug reports. Include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026