Invoice vs estimate vs quote vs receipt
Updated
Send a quote or estimate before the work to propose a price, an invoice after the work to ask for payment by a due date, and a receipt once you have been paid as proof. A quote is a firm offer; an estimate is a rough price that can still change. If you only remember one thing: match the document to where the money is.
Key takeaways
- Estimate and quote come before the job; invoice comes after; receipt comes after payment.
- An estimate can change. A quote is the price you are committing to.
- Only the invoice carries a due date. Only the receipt shows a paid date.
- On BillToPDF each document has its own fields: a due date and PO number on an invoice, a job name on an estimate, a reference on a quote, and a payment method on a receipt.
Estimate: a price before the job, and it can change
An estimate is your best guess at what a job will cost before you start. It is not a promise. Clients expect the final number to move if the work turns out bigger than it looked. Put a validity date on it so an old estimate does not follow you around, and label it clearly so nobody mistakes it for a bill.
Quote: the firm offer your client says yes to
A quote (or quotation) is the price you are willing to stand behind. The client reads it and either accepts or does not. Keep the scope tight — list exactly what is included — because a quote is closer to a commitment than an estimate. In everyday speech people mix the two words, so what matters is the number you are prepared to honor.
Invoice: the bill with a due date
Once the work is done, the invoice asks to be paid. It looks backward at labor delivered and parts used, and it carries a due date so the client knows when payment is expected. This is the only one of the four documents that says "you owe money now," which is why sending an invoice before the job is finished confuses people.
Receipt: proof the money arrived
A receipt confirms a payment already happened. It shows a paid date instead of a due date and usually reads "paid in full." Give one to a customer who paid cash, or to anyone who needs a record for their own books. Sending a receipt for an unpaid job tells the customer they are square when they are not — so keep it for after the money lands.
Which one do you need right now?
Still pricing the job? Send an estimate. Ready to commit to a price the client can accept? Send a quote. Finished the work and want to get paid? Send an invoice. Already been paid and need to prove it? Send a receipt. Each has its own page here, and they all export the same clean A4 PDF.
FAQ
Is a quote legally binding?
A quote is treated as a firmer offer than an estimate, but whether it is legally binding depends on your contract and local law. We do not give legal advice — if the amount matters, put the terms in writing and have both sides agree.
Can I turn an estimate into an invoice?
Yes. On Estimate Maker or Quote Generator, use “Use these lines on an invoice.” The client, line items, tax, and discount come with you. The validity date is dropped. The due date defaults to 14 days out — check it. A job name is added to the payment terms. A quote reference is placed in the PO number. Then download the PDF.
Do I send both an invoice and a receipt?
Often, yes: the invoice asks for payment, and the receipt confirms it once the money arrives. They are two moments in the same job — one has a due date, the other a paid date.