A quote and an invoice can contain similar rows and totals, but they do different jobs. The quote helps you and your client agree on the work. The invoice helps the agreed payment happen.
Think of the quote as the plan for a shared trip: where you are going, what is included and what it costs. The invoice is the payment request at the agreed point along the way.
Before you start: make the quote specific
Set out the deliverables, price, timing, payment schedule and what is outside scope. Include a validity period and how the client can accept. A quote and an estimate are not interchangeable: an estimate is an indication, while an accepted quote can form a binding agreement. The wording and circumstances matter.
If the job is still taking shape, explain the assumptions instead of presenting uncertainty as a fixed promise. It is fine to ask for the details you need before committing to a price.
- Name the client, project and version of the quote.
- Describe what is included and any limits, such as revision rounds.
- State the currency, GST treatment, price and agreed payment stages.
- Explain timing, dependencies, exclusions and how changes will be approved.
A project from quote to invoice
Imagine a designer quoting A$1,200 for a brand presentation, with two review rounds and payment on completion. The client accepts in writing. When the work is delivered under that agreement, the designer sends an invoice referencing the quote and project.
If there is an agreed deposit, an invoice may be issued before the work is complete. The contract or agreement determines when payment is requested; ‘quote first, invoice only at the very end’ is not a rule that suits every project.
When the client adds something
A new request is a good moment to pause and agree on the extra work, price and effect on timing. Record the approval before doing it. This helps prevent a surprise total at the end and gives the client a genuine choice.
For example: ‘Happy to add the presentation template. That is an additional A$250 and adds two working days. Shall I update the scope for approval?’ You are explaining the change, rather than making the client guess what it means.
Keep the documents connected
Carry the agreed descriptions into the invoice, reference the quote number and show which milestone is being billed. If deposits or previous payments apply, make the remaining amount clear. Check the total against your records so an earlier payment is not billed twice.
Keep the accepted quote, changes and payment records together. If a client asks why an amount differs, you can point to the agreed change without reconstructing the project from memory.
Reuse the work you have already done
Lufu lets you create quotes and convert accepted work into invoices. Conversion saves retyping; it is still your opportunity to check the invoice date, due date, items and tax treatment before sending.
For regulated work, particularly building and construction, additional contract and payment rules may apply. Use documents and advice suited to your industry rather than treating a general example as a complete contract.