Invoice vs quote: which document should you send?

Choose the document for the job

One job, three different documents

Imagine Example Studio is asked to design a small brochure. Before the brief is settled, it gives an estimate based on its assumptions. After agreeing the deliverables, it sends quote QUO-2026-014 for R2,000, with a clear scope and an expiry date.

The customer accepts the scope. Example Studio keeps that acceptance and any subsequent changes with the job record. When the agreed billing stage arrives, it issues invoice INV-2026-027, referring to QUO-2026-014 and the work being billed. The invoice has its own number and payment due date.

Move from a quote to an invoice without losing the agreement

1. Keep a copy of the accepted quote and the customer’s acceptance. Record any approved changes to scope or price.
2. Check whether the agreement calls for a deposit, milestone billing or payment after completion. An invoice can request an agreed deposit; it is not limited to completed work.
3. Give the invoice its own reference. Include the quote or purchase-order reference where it helps the customer match the job.
4. Check that the items and totals reflect what is being billed now. If there was a deposit, make clear what has already been billed or paid and what remains.
5. Confirm the recipient, currency, payment instructions and actual due date before sending. Keep both documents.

Avoid these common mix-ups

An invoice is not a receipt or proof that money has arrived. A quote is not a payment request just because it contains a total. Changing the heading alone does not settle which scope, billing stage or terms apply.

If the brief changes, record the revised agreement rather than silently replacing the customer’s accepted price. Whether a quote creates a binding agreement depends on the relevant terms and law; this guide explains the workflow, not your legal position.

Choose the document type in Wazi

Open the free builder and select Invoice, Quote or Estimate Quote from the document-type control. Review the document number, dates, line items and notes for the document you intend to send. Changing a type does not by itself establish customer acceptance or verify your records.

Guests can download PDFs with Wazi attribution. A free account supports adding your logo, removing Wazi branding and saving documents. Review the exported PDF before sharing it with the customer.