Invoices, receipts and quotes look similar and get mixed up all the time, but each one does a different job at a different moment in a sale. Using the right one keeps your records clean, protects you in a dispute and makes it obvious to clients what you expect from them.

The short answer

  • Quote (or estimate): sent before the work. It says what you will charge.
  • Invoice: sent after the work (or on delivery). It asks the client to pay.
  • Receipt: sent after payment. It confirms the money arrived.

Think of it as a timeline: quote → work → invoice → payment → receipt.

What is a quote?

A quote is a fixed price offer for a defined piece of work. Once the client accepts it, you are generally expected to deliver at that price. Because it is a commitment, a good quote lists exactly what is included, what is not, how long the offer is valid and the terms of payment.

An estimate is looser: it is your best guess, and the final price may change. If you are not sure how long a job will take, say "estimate" and explain what could move the number. You can create either one with the quote generator or the estimate generator.

What is an invoice?

An invoice is a request for payment. It lists what was delivered, the amount owed, any tax, the due date and how to pay. It is also a business record that you and your client will both use for bookkeeping. If you want the full anatomy, see What is an invoice?.

Every invoice should carry a unique number, so you can find it later and so nobody can claim they never received it. Our free invoice generator can number your documents automatically.

What is a receipt?

A receipt is proof that a payment was made. It names the payer, the amount, the date and the method of payment, and usually refers to the invoice it settles. Clients often need receipts for their own accounting and expense claims.

A paid invoice and a receipt are not the same document, even though some businesses stamp "PAID" on an invoice and treat it as both. A separate receipt is cleaner, especially for partial payments. Make one with the receipt generator.

Side by side

  • When: quote before work; invoice after work; receipt after payment.
  • Purpose: quote offers a price; invoice requests money; receipt confirms money.
  • Binding? A quote can be, once accepted. An invoice is a demand for an agreed amount. A receipt is a record only.
  • Key detail: quote has a validity date; invoice has a due date; receipt has a payment date and method.

Other documents you may meet

As your business grows you will also use a purchase order (a buyer's request to purchase, sent before the invoice), a delivery note (proof that goods arrived) and a credit note (a correction that reduces an invoice instead of editing it).

Frequently asked questions

Can I turn a quote into an invoice?

Yes, and you should. Copy the accepted quote's line items into an invoice so the amounts match exactly, then add the invoice number and due date.

Do I have to send a receipt?

Not always, but it is good practice, and some clients will ask for one. For card or online payments the payment processor often sends one as well.

What if I charged the wrong amount?

Do not edit a sent invoice. Issue a credit note and a corrected invoice so both sides have a clear paper trail.

Ready to create the right document? Start with the invoice generator and save a copy in My documents to find it later.