Estimate vs invoice: when to quote, when to bill

An estimate (quote) says: here is what I think this costs, and until when this number holds. An invoice says: this is owed, here is the number, here is how to pay, here is the due date.

Do not send an invoice for work they have not accepted. Do not leave an accepted quote sitting as a PDF in email while you retype the lines into a new document — that is how totals drift.

What belongs on an estimate

• The word Estimate or Quote in the title — not Invoice.
• Your name and theirs, line items, tax if you will charge it.
• Issue date and a valid-until date.
• A unique EST number, separate from INV numbers.
• Notes on scope. “One more page” is a contract habit; a sentence on the estimate is cheaper than a CRM.

They should be able to open a link and print it. They should not need a client portal login.

Convert, then bill

When they accept, mint an invoice with a new sequential INV number, same client and lines, a due date, and how to pay. Do not reuse the estimate number as the invoice number — AP and VAT series are different documents.

Deposits (25–50% before work) are a second invoice or a partial later. justIssued statuses today are draft / sent / paid / void. There is no half-paid. If they pay a deposit, send a deposit invoice, mark it paid, then invoice the balance — or you wait. Do not pretend the product has Pay now.

justIssued

Estimates, share links at /e/, convert to invoice, and print are Paid ($12/mo after a 7-day trial). Free still does invoices, share links at /i/, and outstanding. See sequential numbers and pricing.