A quote or estimate tells a customer what something will cost before they agree. An invoice asks them to pay after they’ve agreed or the work is done. A receipt confirms they have paid. A quote is usually a fixed price; an estimate is a best guess that may change.
| Document | When | What it does |
|---|---|---|
| Estimate | Before the job | Rough price — may change |
| Quote | Before the job | Fixed price, if accepted in time |
| Pro forma invoice | Before delivery | Bill in advance, so payment can be arranged |
| Invoice | After agreement or the work | Asks for payment |
| Receipt | After payment | Confirms payment |
Estimate: “about this much”
Use an estimate when you can’t know the exact price yet — for example a repair where you won’t know what’s broken until you open it up, or a job billed by the hour. Say clearly that it is an estimate, explain what could change the price, and tell the customer straight away if it’s going to be higher.
Quote: “exactly this much”
Use a quote when you can describe the job precisely — a set number of items, a defined piece of work. If the customer accepts it before the valid until date, that’s the price. A good quote also says what is not included, so there are no surprises.
What to put on a quote:
- The word “Quotation” (or “Quote” / “Estimate”), a quote number and the date.
- Your business details and who the quote is for.
- Each item or service with quantity, price and line total, plus tax and the total.
- How long the price is valid.
- Your terms: deposit to confirm, delivery or start time, what’s not included.
- Optionally, space for the customer to sign and accept.
Pro forma invoice: “here’s the bill in advance”
A pro forma invoice looks like an invoice but is sent before the goods are delivered. Customers use it to get payment approved, pay in advance, or sort out import paperwork. It isn’t usually treated as a final invoice for tax — once the sale is complete, send a normal invoice.
Invoice: “please pay”
The invoice is the request for payment: the final amount, a due date and how to pay. It’s the document your customer’s accounts team pays from, and the one most tax offices care about. See how to write an invoice for a full checklist and example.
Receipt: “thank you, you’ve paid”
A receipt confirms the money arrived: how much, when and how. It’s the customer’s proof of payment. See what to include on a receipt.
How one job moves from quote to “paid”
- Quote or estimateThe customer asks for a price. You send a quote with a valid-until date.
- AcceptedThe customer says yes — ideally in writing or by signing the quote. For bigger jobs, ask for a deposit.
- Delivery note (for goods)When you deliver, the customer signs a delivery note to confirm they received everything.
- InvoiceYou invoice the agreed amount (minus any deposit already paid), with a due date.
- ReceiptWhen the money arrives, you send a receipt. Job done.
Turn a quote into an invoice in one click
The free TaskingMint quotation generator and invoice generator share one form, so you never type the same items twice:
- Make your quote. Under Quote details, choose the Document title — Quotation, Quote, Estimate or Pro forma invoice — and set Valid until.
- Want the customer to sign to accept? Tick Signature boxes to print “Authorised by” and “Accepted by” boxes.
- When the quote is accepted, click Invoice at the top of the form. The customer and items stay — check the dates, add payment details and download the invoice.
- When they pay, click Receipt, add the payment method and put the invoice number in Reference.
Send a professional quote now
Free, no sign-up. Turn it into an invoice with one click when it’s accepted.
Tips for quotes that win work
- Reply fast. The first clear quote often wins.
- Describe each line plainly so the customer can compare you with others.
- Show what’s included and what isn’t. It prevents arguments later.
- Set a valid-until date — it protects you from old prices and gently encourages a decision.
- Follow up a few days later: “Happy to answer any questions about quote QUO-0007.”
Questions people ask
Is a quote the same as an estimate?
Not quite. A quote is usually a fixed price for a clearly described job. An estimate is your best guess, and the final price may change. Many people use the words loosely, so say clearly on the document which one it is.
Is a quote legally binding?
A quote on its own usually isn’t. Once the customer accepts it, it can become part of your agreement with them. The rules differ from country to country, so for large jobs put your key terms in writing and get the customer to sign.
How long should a quote be valid?
Commonly 14 to 30 days. Prices for materials and stock change, so a “Valid until” date protects you from honouring an old price months later.
Can the final invoice be higher than the estimate?
With an estimate, yes — but tell the customer as soon as you know, before you do the extra work. With a fixed quote, only if the job changed and the customer agreed to the change.
Is a pro forma invoice a real invoice?
No. A pro forma invoice is a preliminary bill, often used so a customer can arrange payment, approval or import paperwork before delivery. You normally send a final invoice afterwards.
Do I need a quote before every invoice?
No. For small or regular jobs you can invoice straight away. Quotes are most useful for bigger jobs, new customers, or anything where the price needs to be agreed first.
Related tools
- Quotation generator — quotes, estimates and pro forma invoices as PDFs.
- Invoice generator — turn an accepted quote into an invoice.
- Receipt generator — confirm payment.
- Delivery note generator — for goods, with signature boxes.
- Quotation template — a ready example quote with terms you can copy.
- Quotation for a renovation job — labour, materials and a deposit.