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Invoice Vs Quote: Why Do You Need Them Both?  

While quotes and invoices are separate items, you need both of them to run your business smoothly and ensure that you are paid on time. A quote is given before you kick start the work, an invoice is sent after you successfully submit the project. While a quote gives a rough estimate of the costs, invoices lay down the final costs and mention when the payment is due. 

The best accounting software for businesses lets you generate both and ensure smooth project progress. Besides, your customers are also assured of the time, the scope of the project, and timely delivery of the same. 

Online invoicing software will help you make professional quotes and invoices and let you maintain a smooth cash flow, and even get good referrals. While they are often confused with the same terms, they serve different roles, and it is essential to understand each document’s importance and when they should be used. 


A quotation details a project cost before you start your work. It is much more important than an estimate. It is usually issued when you or a team member has clarified all the project details. These include labor costs, pricing for materials, taxes, and applicable discounts. 

The best accounting software for small businesses helps you make the best quotes. Make sure your quotes include all the following information and details: 

  • Company letterhead and logo, which includes your contact information
  • A professional thank you letter 
  • Line-by-line itemization of your services and products 
  • Additional details that inform the customer of relevant offerings 

One important thing to remember is that you should not prepare these documents in a rush. Instead, double-check to ensure that there are no calculation mistakes, spelling mistakes, or grammatical errors.

Practices To Follow When Making Quotes 

Here are some tips to consider when you make quotations. 

1. Be Transparent

Irrespective of the size and type of your business, your customers will appreciate it if you stay crystal clear with your pricing. It demonstrates your professionalism and will also help you get referrals. 

2. Stay Organized

Preparing formal quotes will help you track and categorize your leads. When you need to make multiple quotes on a daily basis, your online invoicing software, such as a workout tracking software for fitness trainers for example, will come in handy. You will no longer need to jot down things on paper.

Also, you will be able to find information in just a few clicks and expedite the lead-to-client conversion process. The best accounting software for small businesses will help you automate the follow-up process, and you can spend more time engaging with your new customers. 

3. Faster Invoice Resolution

Quotes can help you include all charges and eliminate conflicts at a later stage. Even if the client wants to make changes to the order, you can make changes in just a few clicks. The best part is that quotes can also be used to upsell services. 


Invoices are sent when you complete the client’s project. Ensure your invoice carries your and the client’s contact details, important dates, line-by-line costs, payment terms, discounts (if any), and an invoice number. 

It would be best if you remembered that your customers will not always pay you on time. So, we suggest you define your late payment policy with your online invoicing software beforehand. Then, make sure you add the extra charges on your invoices so that your customers are aware of the repercussions of late payments. 

Practices to Follow When Invoicing 

Following these tips will let you manage the entire process with ease and avoid hassles. 

1. Maintain A Professional Attitude 

Well, not all customers will find their place in your favorite list. But, you cannot treat them any differently than your favorite ones. If they refuse to pay you on time or bring up any other issues, make sure you maintain your calm and adopt a problem-solving mindset. 

We will suggest that you start the conversation on a positive note and gradually urge them to make your payments. Taking legal action at the first sign of conflict can permanently sabotage your relations. 

2. Keep A Check On Your Cash Flow 

Whenever you send an invoice, you must make it a point to map out your cash flow. If you have a look at your tasks every day, you will not be in a frenzy when it comes to preparing invoices at the month-end. Besides, you will also be able to save extra cash on hand for expenses that occur out of the blue and maintain your budget with the best accounting software for small businesses. 

Wrapping Up

All these parameters separate an invoice and a quote. You can easily make them using online invoicing software and establish a good rapport with your clients. So, what are you waiting for? Schedule a free demo and automate your core tasks with the best accounting software for small businesses!


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