Basics
Invoice vs estimate vs quote: what to send, and when
The legal and practical difference between an estimate, a quote, and an invoice — and a copy-paste workflow for service businesses.
April 22, 2026 · 5 min read
Estimates, quotes, and invoices look similar — but they're three different commitments. Mix them up and you'll either leave money on the table or accidentally bind yourself to a price you can't honor.
Estimate
A best-guess based on what you can see. Non-binding. Use it for jobs where scope might shift (water damage, old wiring, anything behind drywall).
Quote
A firm price for a defined scope. If the customer signs, you've agreed to deliver at that price. Use it once the scope is locked.
Invoice
A request for payment for work delivered. This is the document that actually moves money — and the one most worth getting right.
The clean workflow
- Walk the job → send an estimate
- Scope agreed → send a quote with a signature line
- Work done → convert the quote to an invoice in one tap