Invoice vs Quotation: What’s the Difference?
Understand the difference between an invoice and a quotation (estimate), when to use each, and how to export PDFs. From our Free Online Invoice & Quotation Generator.
The difference between an invoice and a quotation is simple, but mixing them up can slow down approvals and payments. A quotation (sometimes called an estimate) is used before you start work to confirm pricing and scope. An invoice is used after delivery to request payment. If you want a clean workflow, send a quotation first, then issue an invoice once the client approves.
Most businesses use both documents as part of the same billing process. A Free Online Invoice & Quotation Generatorhelps keep everything consistent: generate a quotation for approval, then generate an invoice for payment, both as professional PDFs.
Definitions
- Quotation (Estimate): A proposal that outlines scope, pricing, and terms before the work begins.
- Invoice: A billing document that requests payment after goods/services are delivered.
When to use each
Use a quotation when the client needs to approve work, compare options, or confirm a budget. Quotes are common for projects, retainers, consulting, repairs, and anything with variable scope. Use an invoice when it’s time to get paid—after delivery, after a milestone, or on a recurring schedule.
If you’re unsure which document to send, ask yourself one question: are you confirming price (quotation) or requesting payment (invoice)? Keeping that distinction clear helps clients understand next steps and reduces delays.
In practice, many businesses use both documents together:
- Send a quotation to confirm scope and price.
- Deliver the work or begin after approval.
- Send an invoice referencing the approved quotation (optional).
- Collect payment using the invoice’s payment instructions.
What to include on each document
A professional document is easy to read and leaves no ambiguity. For quotations, include a validity period, assumptions, and terms. For invoices, include an invoice number, issue and due dates (if applicable), totals, taxes, and how to pay.
One practical tip: keep item descriptions short but specific. Instead of “Consulting,” use “Strategy session (2 hours)” or “Website audit (fixed fee).” Better line items reduce client questions and make approvals faster.
- Quotation essentials: client details, scope, line items, totals, validity, and terms.
- Invoice essentials: invoice number, dates, bill-to/from, line items, totals, taxes/discounts, and payment instructions.
Why export as PDF?
PDF documents preserve formatting, print well, and are universally readable. That’s why many people search for an “invoice PDF generator” or “quotation generator PDF.” A consistent PDF also looks more trustworthy when clients forward it internally.
Next step: generate the right document
If you need an estimate first, start with a quotation. If the work is delivered and it’s time to collect payment, send an invoice. For a complete walkthrough, read how to create an invoice and quotation.
Generate invoices and quotations online
Use the right generator depending on the stage:
For a full walkthrough, read how to create an invoice and quotation.
FAQ
- Is an estimate the same as a quotation?
In most industries, yes. ‘Estimate’ is common in the US, while ‘quotation’ is common internationally. Both describe pricing before the work starts.
- When do I send an invoice?
Send an invoice after you’ve delivered goods or completed services and you’re ready to request payment.
- When do I send a quotation?
Send a quotation before starting work so the client can approve pricing, scope, and terms.
- Can I export both as PDF?
Yes. You can download PDF invoices and PDF quotations instantly.
- Do I need to sign up to use the tool?
No. You can generate documents with no signup required.