Quotes
Quote vs invoice: what is the difference?
A quote proposes a price. An invoice requests payment. Learn what to put in each document and when to send it to your client.
A quote tells a client what you propose to charge. An invoice tells them what they need to pay and when. They may contain similar line items, but you use them at different stages of a job.
Compare quotes and invoices
Scroll sideways to compare both columns.
| Detail | Quote | Invoice |
|---|---|---|
| When to send it | Before starting the proposed work | At the payment stage agreed with the client |
| Main purpose | Describe the work and proposed price | Request payment |
| What the client does | Reviews the scope and accepts, declines or asks questions | Checks the invoice and arranges payment |
| Useful dates | Date issued and how long the price is valid | Issue date and payment due date |
What goes in a quote?
Include your business details, the client details, a description of the work and the proposed price. Set out any assumptions, exclusions, payment terms and the period for which the price is valid.
For example, a designer might quote for a logo and two rounds of revisions. Being specific helps the client understand what is included and gives both of you a reference if the scope changes.
Ask the client to confirm that they want to proceed before you start. Keep their response with the quote.
What goes in an invoice?
An invoice includes an invoice number, issue date, due date, details of the work or goods supplied, the amount due and payment instructions. It should reflect the price and payment schedule you agreed with the client.
You might invoice when a job is complete, for an agreed deposit or at project milestones. The timing depends on your agreement, so confirm it before the work starts.
Read the invoice checklist for the details to review before sending.
How do you turn a quote into an invoice?
- Confirm the client has accepted the quote.
- Complete the work or reach the agreed billing milestone.
- Create the invoice using the accepted items and prices.
- Check any agreed changes, add the due date and send it.
- Record the payment when it arrives.
In EasyInvoiceFlow, you can create an invoice from an accepted quote without entering the line items again. See how it works.
What if the price changes?
Talk to the client before doing extra work. Confirm what has changed and what it will cost, then update the quote or job records.
Before sending the invoice, check that its total matches what you agreed. If there is a difference, explain it clearly and include the relevant details. This gives the client something specific to review rather than an unexpected total.
