Key takeaways
- A quote offers a price for goods or services and is valid for a stated time. An invoice demands payment for something already delivered.
- A quote is not recorded in the accounts. An invoice is.
- Acceptance of a quote usually leads to a purchase order, then delivery, then an invoice.
- If you need to take money before delivery, use a proforma invoice and say so.
Free PDF and Excel: Quote to invoice workflow sheet. Get it below
The difference in one line
A quote is a seller's offer to supply goods or services at a stated price. An invoice is the seller's request for payment for goods or services that have been supplied.
They sit at opposite ends of the same deal. The quote opens it. The invoice closes it. Between them are acceptance, an order and delivery. If the numbers change on the way, the quote does not move with them. The invoice does.
A caterer quotes 18.50 per head for 120 guests, valid for 14 days. The client accepts and sends an order. At the event 132 people attend. The caterer's invoice is for 132 at 18.50, a total of 2,442.00, with a note on the extra 12.
The quote did not bind the final bill, because the quantity was an estimate. The invoice reflects what was actually supplied.
Side by side
| Point | Quote | Invoice |
|---|---|---|
| Purpose | Offer a price | Request payment |
| Stage | Before the sale | After delivery |
| Binding? | Offer, valid until the date shown | Yes, a payment demand for work done |
| In the accounts? | No | Yes |
| Shows | Price, validity, terms | What was supplied, tax, due date |
| Tax record? | No | Yes |
| Can change? | Yes, by a new quote | Only by credit or debit note |
Free PDF and Excel
Quote to invoice workflow sheet
A one-page sheet that follows a deal from quote through order and delivery to invoice, with a checklist for each step.
- Quote to invoice workflow
- Step checklist
- Difference table
- Excel tracker from quote to invoice
Which one when
- A client asks "how much?" Send a quotation.
- A client wants to pay before you ship. Send a proforma invoice.
- Work is finished or goods delivered. Send an invoice.
- The invoice was wrong. Issue a credit note or a debit note, not a new quote.
Mistakes
- Sending a quote labelled invoice, which prompts a payment the buyer thinks is not due.
- Treating an accepted quote as a final price when quantities were estimates.
- Invoicing at the quote price when scope changed. See change order.
- No validity date on the quote.
- Using the quote number as the invoice number.
- The quote has a number and validity date.
- The invoice cites the quote or order number.
- Differences between the two are explained.
- Tax is shown on the invoice.
- The two documents use the same item names.
Last checked: 19 October 2026. General commercial practice. Legal effect of a quote depends on your law and the contract.
Frequently asked questions
Is a quote the same as an invoice?
No. A quote is an offer before the sale. An invoice requests payment after the sale.
Can a quote be turned into an invoice?
Many systems convert an accepted quote into an invoice. Update it to reflect what was actually supplied.
Is a quote legally binding?
It is an offer. Once accepted on its terms within the validity period it can form a contract. Ask a lawyer for your case.
Do I have to pay a quote?
No. You pay an invoice, or a proforma invoice if the deal calls for advance payment.
What comes after a quote?
Acceptance, an order, delivery and then the invoice.