Quote vs Invoice: When to Send Each Document
Quotes and invoices both list prices, but they serve opposite ends of a transaction. Sending the wrong one at the wrong time confuses clients and slows down deals.
A quote comes first
A quote (or quotation) is an estimate you send before work begins. It tells a potential client what a job will cost so they can decide whether to go ahead. A quote is not a request for payment.
An invoice comes last
An invoice is sent after the work is delivered. It is a formal request for payment based on what was actually provided.
Quote vs invoice at a glance
| Quote | Invoice | |
|---|---|---|
| Sent | Before work | After work |
| Purpose | Estimate the price | Request payment |
| Binding? | Usually not | Yes, it is owed |
A simple workflow
Send a quote, get approval, do the work, then convert the quote into an invoice. Keeping the numbers consistent between the two builds trust and avoids disputes.
You can create both a quote and an invoice for free using the same template — just switch the document type.
Frequently asked questions
Is a quote legally binding?
A quote is usually an estimate and not legally binding on its own, though it can become part of a contract once both parties agree to it in writing.
Can I turn a quote into an invoice?
Yes. Once the client approves the quote and the work is done, you reuse the same details to create the invoice, keeping the amounts consistent.
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