How to Create an Invoice and Quotation

Knowing how to create an invoice and quotation helps you move faster from “new inquiry” to “paid.” A quotation (estimate) sets expectations and pricing before work begins, while an invoice formally requests payment after delivery. In both cases, the best documents are clear, itemized, and easy for clients to review.

If you want a simple workflow, use a Free Online Invoice & Quotation Generator like Quick Invoice Tool: create your document online with live preview, then download a consistent PDF you can send by email. The key is not the template alone—it’s including the right information and presenting it clearly.

How to create a quotation (estimate)

1. Start with client and scope. Add the client name, contact details, and a short description of what you’re proposing.
2. Itemize pricing. List services or products with quantities and rates. Itemization builds trust and reduces negotiation friction.
3. Add terms. Include a validity period, deposit requirements, and any assumptions so the client can approve confidently.
4. Export a PDF quotation. A PDF preserves layout and looks professional in email attachments.

Quotation fields to include (quick checklist)

A good quotation reduces back-and-forth. Most businesses include: a quotation number, issue date, validity date, client details, scope summary, line items with quantities and rates, and terms (deposit, timeline, exclusions). If you offer options, you can include multiple sections so the client can choose a package confidently.

How to create an invoice

1. Use consistent numbering. Add an invoice number and an issue date. If you use due dates (net 7 / net 14), include them clearly.
2. Confirm billing details. Include your business details and the client’s billing address to avoid delays.
3. Confirm totals. Show the subtotal, discounts, taxes, and the final amount due. Transparency prevents disputes.
4. Provide payment instructions. Add bank details, payment links, or notes so clients can pay quickly.
5. Download the PDF invoice. Send it immediately and keep a copy for your records.

Invoice fields to include (quick checklist)

Invoices should be unambiguous. Add your business name/address, the client billing address, invoice number, issue date, due date (if applicable), itemized line items, subtotal, taxes, discounts, and the final amount due. Include payment instructions (bank transfer details, payment links, or notes) and any late-payment terms if you use them.

Best practices (invoice + quotation)

• Keep language simple and specific: short descriptions beat vague line items.
• Use a consistent template so clients recognize your documents instantly.
• Add notes for next steps: payment methods, timelines, or what happens after approval.
• Prefer PDF export for reliability across devices and printers.

Common mistakes to avoid

• Mixing up quotation and invoice numbers. Keep separate sequences so your records are clear.
• Missing due dates or payment details. If the client doesn’t know how to pay, payment slows.
• Vague line items. Specific descriptions reduce disputes and approval delays.
• Sending editable formats instead of PDF. PDF prevents layout changes and looks more professional.

Create your documents with Quick Invoice Tool

Use the tools directly: free online quotation generator (PDF) for estimates and free online invoice generator (PDF) for billing. If you’re comparing documents, see invoice vs quotation.

Want the fastest route? Start with a quotation when scope is still being finalized, then issue an invoice after approval. If you need more help choosing templates or troubleshooting, visit the FAQ or the Help Center.

FAQ

What information should be on an invoice?

Include your business details, client details, invoice number and dates, line items, totals, taxes/discounts, and payment instructions.

What information should be on a quotation?

Include the client, scope of work, pricing breakdown, taxes if applicable, validity date, and terms so the client can approve confidently.

When should I send a quotation vs an invoice?

Send a quotation before starting work to confirm pricing. Send an invoice after delivery to request payment.

Can I download a PDF?

Yes. Export PDF invoices or quotations instantly after reviewing the preview.

Do I need an account?

No. You can create documents without signing up.