Clients often confuse quotes, estimates and invoices. Clear communication helps you avoid disputes, speeds up approvals and ensures you get paid on time. This guide explains the differences and best practices for UK trades.
What is a quote?
A quote is a fixed price offer. Once the client accepts it, the price should not change unless extra work is agreed.
What your quote should include
- Job description
- Materials and labour
- Total amount
- Timeframe
- Payment terms
What is an invoice?
An invoice is a request for payment after the work is completed or at agreed stages.
What your invoice must include
- Invoice number
- Issue and due date
- Breakdown of work or items
- Total amount
- VAT details (if registered)
When to send a quote vs an invoice
- Send a quote before any work begins
- Send an invoice after completion or at the agreed milestones
Common client misunderstandings
- “Quote” does not mean “invoice”
- “Estimate” is not a fixed price
- Invoice must include due date
Conclusion
Using clear quotes and invoices keeps your work professional and reduces payment delays. Consistency builds trust and helps avoid unnecessary disputes.