Quote, proforma or invoice: which one to send, and when

They share a layout, a client name and a list of prices, so it's tempting to treat them as interchangeable. They aren't. Each one answers a different question, and sending the wrong one leaves both sides unsure about what was actually agreed.

The quote: "Here's what it would cost." A quote, sometimes called an estimate or an offer, is a proposal you send before the work starts. It lists the work, the prices and how long the offer stands. It doesn't ask for payment and it isn't a bill. Its only job is to get a clear yes or no.

Give every quote an expiry date. Prices, availability and exchange rates change, and without a deadline a client can come back six months later expecting last spring's price. It also helps to say whether you're sending an estimate (your best guess, which may change) or a fixed quote (a price you commit to).

The proforma: "Here's what the invoice will look like." A proforma invoice is a preview of a future invoice, usually sent after the client has agreed but before the real invoice is issued. It's typically used to request an advance payment, to let a client raise a purchase order, or for cross-border shipments where customs or a bank needs the expected values in advance. In many places it isn't a tax document and isn't booked like a real invoice; if the client pays against it, a proper invoice follows.

The invoice: "Please pay this." The invoice is the formal request for payment for work delivered, goods supplied or a milestone reached. It carries a unique number, an issue date, a due date and the tax breakdown, and it's the document both sides keep in their books. If a sent invoice turns out to be wrong, the clean fix is usually a credit note and a new invoice rather than quietly editing the original; your local rules may require exactly that.

The usual order. Quote, then the client's acceptance, then (optionally) a proforma or deposit request, then the invoice, then payment. For small jobs you can skip the proforma entirely. For larger ones, agreeing a deposit and a final payment up front often works better than one big bill at the end.

Three common mix-ups. Sending an invoice when you meant a quote: the client may book it, pay it, or ignore it because they never agreed to it. Treating an accepted quote as the whole contract: it records what was agreed, but whether it binds both sides depends on its terms and local law, so put scope, price and payment terms in writing. Invoicing from an expired quote: refresh it first, so the invoice matches prices the client actually accepted.

How this works in QuickBill. QuickBill is built around this flow with two document types, quotes and invoices, plus credit notes for corrections. A quote has its own number, an issue date and an expiry date, line items, notes and terms. You send it by email or share its link; your client can view it online and accept or decline it there, and you can see when it was opened. Each saved change is kept in the quote's version history.

QuickBill can also schedule a follow-up reminder a set number of days after you send a quote, and skips it if it would land after the quote expires.

Once a quote is accepted, Convert to invoice creates the invoice with the same client, currency, line items, notes and terms, so nothing is retyped. If the client pays in parts, such as a deposit and a balance, you record each payment and the invoice shows what is still outstanding.

What about proformas? QuickBill doesn't have a separate proforma document type. If a client asks for one, you can often send the accepted quote, which already shows the items, prices and terms, or agree with your accountant how to handle proformas where you work. Avoid relabelling a numbered invoice as a proforma: it still takes a number in your invoice sequence.

One caveat: what counts as an invoice, when it must be issued, and whether a proforma has any formal status all vary by country. Check the details against your local rules or with your accountant.