An estimate is an approximate price for work you have not done yet, and the client owes nothing when they receive it. An invoice is a demand for payment for work that is done, and the client owes the amount on it by the due date.
A quote is close to an estimate, but firmer: it is a fixed price you commit to. In everyday US speech people use “quote” and “estimate” loosely, so say which one you mean and whether the price can change.
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Estimate vs quote vs invoice
| Estimate | Quote | Invoice | |
|---|---|---|---|
| What it is | A best guess of the cost | A fixed price offer | A request for payment |
| When | Before the work | Before the work | After the work, or at a milestone |
| Can the price change? | Yes, if the scope grows | Usually not | No, it states what is owed |
| Is the client committed? | No | Yes, once accepted | Yes, to pay |
| Has a due date? | An expiry date at most | An expiry date | A payment due date |
When to send an estimate
Send an estimate when you cannot know the final cost yet: a repair where you do not know what you will find, a project with open questions, or hourly work. A good estimate says what it includes, what it does not, and how much it could change. For example, “$4,000 to $5,000, depending on the final number of pages.”
Many states require a written estimate for certain trades, such as auto repair and home improvement, and some limit how far the final bill may go above it. This varies, so check your state's rules for your trade.
When to send a quote
Send a quote when the scope is clear and you can name a fixed price. Put an expiry date on it, such as “valid for 30 days”, so you are not held to old prices. Once the client accepts, the price is agreed. If they change what they want afterwards, write an updated quote.
A written quote that the client signs protects both of you. They know what they will pay and you know you will be paid for what was agreed. The free quote generator makes a clean one you can save as a PDF.
When to send an invoice
Send an invoice when you have delivered the work, or at the payment milestone you agreed on. For a large job, that often means a deposit invoice at the start, progress invoices along the way, and a final invoice at the end. The invoice should match the accepted quote. If the total differs, add a note saying why, such as extra work the client asked for. Learn the basics in how to write an invoice.
How one document becomes the next
A typical flow for a small project:
- The client asks for a price. You send an estimate or quote with the scope, the price and an expiry date.
- The client accepts, ideally by signing. You may ask for a deposit now.
- You do the work. If the scope changes, you send an updated quote first.
- You send an invoice that refers to the accepted quote, minus any deposit.
- The client pays. You mark the invoice paid and, if they ask, send a receipt.
ESTIMATE EST-210 (valid until November 30, 2026)
Kitchen backsplash install, about 30 sq ft
Tile and materials: $620 to $780
Labor, 2 days: $900
Estimated total: $1,520 to $1,680
INVOICE INV-2057 (refers to EST-210)
Tile and materials (receipts attached): $704.12
Labor, 2 days: $900.00
Deposit received: -$500.00
TOTAL DUE: $1,104.12
Doing it in one tool
Retyping a quote into an invoice is where mistakes slip in. In Jiffy, quotes can be signed on screen by your client without an account, and an accepted quote can be turned into an invoice instead of being typed in again. Quotes and e-signatures are on the free plan, as are three invoices a month; see the pricing for the paid plans. You can also read about the estimate app.