Quotation vs invoice vs receipt: what is the difference?
When to send a quotation, an invoice and a receipt, what each one should contain, and how to create all three as PDFs.
Updated 2 October 2026
All three list products, prices and totals, which is why they get mixed up. The difference is when you send them and what they mean.
| Quotation | Invoice | Receipt | |
|---|---|---|---|
| When | Before the sale | After delivering | After being paid |
| Purpose | Offer a price | Ask for payment | Confirm payment |
| Key date | Valid until | Due date | Date paid |
| Customer action | Accept or decline | Pay | Keep for records |
Quotation
A proposed price for specific work or goods. Include a validity date, your terms (deposit, delivery time) and a space for the customer to accept. Create one with the quotation generator, which adds acceptance lines automatically.
Invoice
A request for payment once the work is done or goods delivered, with a due date and payment details. Use the same item descriptions as the accepted quotation so the customer can match them. Create one with the invoice generator.
Receipt
Proof that payment was received, with the date and payment method. Customers need receipts for their own accounts and expense claims. Create one with the receipt generator; it is clearly marked PAID.
Keep the numbers connected
Use separate number series (QUO-, INV-, RCT-) and mention the related number in notes, for example "Payment for INV-0042". Signed-in users get the next number of each series suggested automatically.