Quote vs invoice
Same line items, different job: a quote asks “do we have a deal?”, an invoice says “please pay”. Here is when each one applies.
| Quote | Invoice | |
|---|---|---|
| Purpose | Offer a price for agreed scope | Request payment for work delivered |
| When | Before work starts | After delivery, or at agreed stages |
| Key date | Valid until | Due date |
| Commits | You, to the price, once accepted | The client, to pay by the due date |
| Signature | Client signs to accept | Optional; often none |
| Tax record | No | Yes: your sales record |
One job, six documents
A quote and an invoice are the same numbers at different moments. Step through a typical job to see which document you send when, and what it commits you to.
Quote
- Sent
- You → client
- When
- Scope agreed
- Money
- None yet
- What it means
- An offer. Once the client signs, it can form the contract.
Turning a quote into an invoice
In Invoice Studio, open the accepted quote and press Turn into: Invoice. Lines, client details, tax and your logo come across; you get a new invoice number and a fresh due date. If you took a deposit, use Turn into: Deposit invoice first, then convert that to the final invoice, which subtracts the deposit automatically.
Where estimates and pro formas fit
An estimate comes before a quote, when the job isn’t defined enough for a fixed price (see estimate vs quote). A pro forma invoice sits between quote and invoice: terms are agreed and the buyer needs a priced document to prepay or clear customs, but no supply has happened yet.
Questions
Can a quote be used as an invoice?
No. A quote proposes a price before the work; an invoice requests payment after it and is the record tax authorities expect. Convert the accepted quote into an invoice instead.
Do I need a quote before sending an invoice?
Not always. Small or repeat jobs often go straight to an invoice. Quotes matter when the price or scope needs agreeing first.
Should the invoice match the quote?
It should match what was agreed. If the scope changed, explain the difference on the invoice or send a revised quote first.
Sources
This page explains general rules; it is not legal advice.