Quote vs invoice at a glance
| Quotation (quote) | Invoice | |
|---|---|---|
| Purpose | Offers a price for work not yet done | Requests payment for work done or agreed |
| When sent | Before the project starts | After delivery or at an agreed milestone |
| Legally a bill? | No, the client can decline | Yes, payment is due by the stated date |
| Key details | Scope, price, validity date, terms | Invoice number, due date, payment details, tax |
| Example | "Website redesign: $1,200, valid 14 days" | "Invoice #0042: $1,200, due in 7 days" |
What is a quote? What is an invoice?
A quote (also called a quotation) is a document where you state the price you will charge for specific goods or services. It is sent before the work begins and the client can accept it, negotiate it, or walk away.
An invoice is a document where you ask the client to pay for goods delivered or work completed. It is sent after delivery (or at an agreed milestone) and includes an invoice number, a due date and your payment details.
People also search "quotation vs invoice", "invoice vs quote" and "difference between a quote and an invoice". These are all the same question: a quote is a price offer, an invoice is a payment request.
The core difference
A quotation is an estimate you send before work begins — it proposes a price for the client to review and approve. An invoice is a request for payment sent after (or during) the work, based on what was actually agreed or delivered. A quotation is a proposal; an invoice is a demand for payment.
Why mixing them up causes real problems
Sending a document labeled "Invoice" when you actually mean "here's my estimate" can create the impression that payment is due immediately, which damages trust with a new client. Conversely, sending a "Quotation" after work is already complete makes it look like you haven't formally billed them at all, which can delay payment because it doesn't read as an official request.
Quote vs estimate vs proposal vs proforma invoice
Several documents sit close to quotes and invoices, which is where most confusion comes from:
- Estimate: an approximate price. It can change as the job unfolds. A quote is a firmer, fixed price offer.
- Proposal: a longer document that explains your approach, timeline and deliverables as well as price. It is used to win the work. A quote is usually shorter and focuses on items and cost. A proposal is not an invoice and does not ask for payment.
- Proforma invoice: a preliminary invoice sent before delivery, often for advance payment or shipping paperwork. It is not the final bill.
- Invoice: the final request for payment once the work is done or agreed.
Is a quotation legally binding?
A quote is generally an offer. If the client accepts it within the validity period, it can become a binding agreement on the stated price and scope, depending on your local law and the terms you wrote. That is why a quote should always state what is included, what is not, and until when the price is valid. This is general information, not legal advice. For large contracts, check with a local professional.
What a good quotation includes
- An estimated cost breakdown by item or service, similar to an invoice's line items
- A validity period — "This quote is valid for 30 days" — since prices for materials or time can change
- Clear terms about what happens if scope changes after acceptance
- A space for the client to formally approve or sign off, converting it into an agreement
The typical workflow
- Quotation sent — you propose the price and scope.
- Client approves — verbally, by signature, or by email confirmation.
- Work is completed (or delivery milestones are reached).
- Invoice sent — based on the approved quotation, now formally requesting payment.
Keeping the quotation number referenced on the final invoice ("Ref: Quotation #Q-2026-014") makes it easy for both sides to trace the final bill back to what was originally agreed — useful if scope or pricing shifted slightly along the way.
When you might skip the quotation step
For small, fixed-price, repeat work with an existing client, sending a quotation every time can feel unnecessary. In that case, agreeing on pricing once (even informally) and moving straight to invoicing for each job is common practice — just make sure the agreed rate is documented somewhere both sides can refer back to.
Examples of a quote and an invoice
Sample quote
| Quote #Q-2026-014 | Qty | Price |
|---|---|---|
| Website design (5 pages) | 1 | $900 |
| Logo and branding | 1 | $300 |
| Total (valid for 14 days) | $1,200 |
Sample invoice for the same job
| Invoice #0042 (Ref: Quote #Q-2026-014) | Qty | Price |
|---|---|---|
| Website design (5 pages) | 1 | $900 |
| Logo and branding | 1 | $300 |
| Total due within 7 days | $1,200 |
The line items match because the invoice is based on the accepted quote. What changes is the purpose: the quote says "this is what I will charge" and the invoice says "please pay this by the due date". If you charge GST, VAT or sales tax, show it on the invoice, and you can work out the amounts with the GST/VAT calculator.
How to turn a quote into an invoice
- Get the client's approval on the quote (signature, email or message).
- Complete the work or reach the agreed milestone.
- Copy the same items and prices into an invoice and add an invoice number, issue date and due date.
- Reference the quote number on the invoice, and add your payment details.
- Adjust for any approved changes in scope, and send it.
With sedoc you can build the quote in the Quotation Maker and then recreate it in the Invoice Generator. For more on invoice basics, see the professional invoice guide.
Creating both from one consistent format
sedoc's Quotation Maker uses the same clean, branded layout as the Invoice Generator, so clients see a consistent look from your first estimate through to final payment — and converting an accepted quote into an invoice takes seconds.
Frequently Asked Questions
What is the difference between a quote and an invoice?
A quote is a price offer sent before work begins. An invoice is a request for payment sent after the work is done or agreed.
Is a quotation legally binding?
A quote is generally an offer. If the client accepts it within its validity period it can become a binding agreement, depending on local law and the terms stated. This is general information, not legal advice.
What is the difference between a quote and an estimate?
An estimate is an approximate price that can change. A quote is a firmer price offer for a defined scope.
Is a proposal the same as an invoice?
No. A proposal explains your approach and price to win the work. An invoice asks for payment after the work is done.
Is a quote an invoice?
No. A quote is an offer that states what you will charge. An invoice is a payment request for work that is agreed or completed.
Can I turn a quote into an invoice?
Yes. Once the client accepts the quote, reuse the same items and prices on an invoice. Create one with the free invoice generator.
Which should I send first?
Send the quote first, before work starts. Make one with the free quotation maker.