Send a quotation when the customer is deciding
Use a quotation to describe what you can provide before the customer commits to the work. It should make the proposed scope and price easy to compare with their requirements. A useful quotation answers practical questions: what is included, how much is being supplied, and how long is the offer available?
For example, a designer could quote for a three-page brochure, including two rounds of revisions and delivery of the final files. Listing those details gives the customer something specific to approve. A line that only says “Design services” leaves more room for different expectations.
Send an invoice when payment is due
Use an invoice to request payment according to the arrangement you have made with the customer. That might be a deposit before starting, a payment at an agreed milestone, or the balance after delivery. State which part of the work the invoice covers so the customer can match it to your agreement.
An invoice should have its own number, issue date and due date, together with the customer details, item descriptions and amount requested. Add clear payment instructions. An invoice by itself does not show that payment has been received, so keep your payment records separate from the request.
Keep the details consistent between documents
When work moves from a quotation to an invoice, compare the two before sending the payment request. The customer name, descriptions, quantities and currency should reflect what was agreed. Explain additions or changes instead of allowing an unexpected difference in the total to speak for itself.
Give the quotation and invoice distinct reference numbers. You can mention the quotation reference in the invoice notes to help the customer connect them. If you are requesting a deposit, describe it as a deposit rather than repeating the entire project as though the full amount is currently due.
- Check that the recipient and business contact details are correct.
- Use descriptions that identify the goods, work or payment stage.
- Review quantities, prices, adjustments and the final total.
- State the currency and the relevant date clearly.
Prepare, preview and then issue
Invoiced lets you type a Quick invoice or quotation without creating customers or products first. Add your logo, select a document style and enter the details directly. Use the PDF preview to check how the finished document reads, including longer descriptions and any payment instructions.
Save a draft while you are still checking the details. When you issue the document, its PDF is preserved. Changes to your business details later do not rewrite that issued copy. To revise it, duplicate the issued document, make the changes and issue the revised version with a clear reference.
The document label should match your next request to the customer. Send a quotation to present an offer; send an invoice to request the agreed payment. A clear description and a checked total matter more than adding extra wording.