getassistanceThree documents can describe the same job, but they answer different questions. A quotation explains what you propose to do and what it will cost. An invoice requests payment for the agreed work or goods. A receipt records a payment you have received. Keeping them distinct helps customers understand what action is needed.
Start with a quotation when the scope needs agreement
Imagine an electrician is asked to replace fittings in a small office. Before buying materials, the electrician lists the installation work, the fittings and the proposed price. The customer can check whether the quotation covers the rooms and equipment they discussed. At this stage, the document should not imply that the work is complete or that payment has been received.
Give the quotation a reference such as QT-2026-014. Add a validity date when your price depends on material availability. Explain exclusions, such as concealed wiring repairs or additional visits. If you revise the scope, identify the revision so the customer does not approve an outdated price.
Use an invoice to request the agreed payment
After the work reaches the agreed billing stage, create an invoice. This might be a deposit before the job, a progress payment or the final amount; the invoice should state which. Do not automatically bill the full quotation if the customer approved only part of it. Review quantities, dates, customer details and payment instructions.
Our quotation-to-invoice conversion keeps the item details. It cannot know whether the job was accepted, completed or partly paid. You still need to update those facts, replace quotation-specific notes and choose the correct invoice reference.
Issue a receipt only for a payment actually received
If the customer pays by bank transfer, check your bank record rather than relying only on a screenshot. Then create a receipt for the amount received, with the payment date and method. For a partial payment, describe it explicitly and refer to the original invoice in the notes. A manually created receipt does not independently verify any transaction.
| Document | Question it answers | Typical customer action |
|---|---|---|
| Quotation | What is proposed, and at what price? | Review and approve the scope |
| Invoice | What payment is being requested? | Check and pay by the agreed date |
| Receipt | What payment has been recorded? | Keep a copy for their records |
Keep the trail easy to follow
Use consistent customer names and mention related document numbers in notes. Store the three PDFs together, but give each its own filename. If something changes, keep the earlier copy and clearly label the replacement. These simple habits make a later question about price, scope or payment much easier to answer.