Invoice vs. Quote
By the BePaid team · Updated · 3 min read
Short answer
A quote is a fixed price offer you give a client before work starts, usually valid for a set period, such as 30 days. An invoice comes after the work (or at an agreed milestone) and requests payment of the amount owed. A quote doesn't ask for payment; once the client accepts it and you deliver, you send an invoice.
How a quote and an invoice differ
A quote says: "If you hire me for this defined scope, this is the price." An invoice says: "I did the work, here's what you owe and when it's due." They often contain the same line items, but they sit at opposite ends of the job.
| Quote | Invoice | |
|---|---|---|
| Purpose | Offer a fixed price for defined work | Request payment |
| Timing | Before work starts | After work or at a milestone |
| Price | Fixed for the stated scope | Final amount owed |
| Validity | Usually expires (e.g. valid 30 days) | Has a due date instead |
| Client action | Accept or decline | Pay |
| Requests payment? | No | Yes |
Quote vs. estimate
A quote is firmer than an estimate. An estimate is approximate and may change as the job unfolds. A quote commits to a price for a specific scope, so if the client asks for more, you issue a revised quote or a change order. Use quotes when you can price the job confidently; use estimates when there are unknowns. The article on invoice vs. estimate covers estimates in more depth.
What to put on a quote
- A quote number and date.
- Your details and the client's details.
- A clear scope: exactly what's included, and what isn't.
- Line items with quantities, rates and a total.
- Sales tax if it applies (rules vary by state; many states don't tax most services).
- An expiration date, such as "Valid until Nov 15, 2026."
- Payment terms you'll use when you invoice, including any deposit.
QUOTE Q-0018 — Oct 15, 2026 Brightside Cleaning → Harbor Dental Office Weekly office cleaning, 2,400 sq ft (includes restrooms, floors, trash) — $260/visit Monthly total (4 visits): $1,040.00 Not included: window exteriors, carpet shampooing Valid until: Nov 14, 2026 Billing: invoiced monthly, net 15
Turning an accepted quote into an invoice
- Get acceptance in writing: a signature, or at least an email saying "approved."
- Do the work. If the scope changes, send a revised quote before doing the extra work.
- Create the invoice from the quote's line items and reference the quote number.
- Give the invoice its own invoice number, date and due date.
- Deduct any deposit already paid and send it.
Is a quote binding?
A signed, accepted quote can form part of an agreement, but how binding it is depends on the wording and your state's laws. Keep the scope clear and put your terms in writing. For legal questions, talk to an attorney.
Make quotes and invoices
Draft a quote with the free quote maker, then bill with the invoice generator when the job is done. The professional invoice template works well for service businesses, and the invoice generator for consultants shows fields that project-based work needs. In the BePaid iPhone app, you can create a quote and convert it into an invoice in a tap, keeping the line items. To make sure the invoice itself is complete, check what to put on an invoice.
Put this into practice
Create an invoice free on the web, then finish it in the BePaid app.
Frequently asked questions
Does a quote request payment?
No. A quote is an offer. Payment is requested on an invoice, either after the work or as a deposit invoice if you require money upfront.
How long should a quote be valid?
There's no fixed rule. Many businesses use 15, 30 or 60 days depending on how quickly their costs change. State the expiration date on the quote.
Can I charge more than the quote?
Only for work outside the quoted scope, and you should get the client's approval first, ideally with a revised quote or change order.
Is a quote the same as an estimate?
No. A quote is a fixed price for a defined scope. An estimate is an approximate price that may change.