Think of the business moment first
Use a quotation before the customer accepts your offer. It gives a clear written view of what you plan to provide, at what price, for how long the offer is valid and on what payment terms. Use an invoice when you need to request payment for goods or services already agreed or supplied.
What belongs in a useful quotation
- Your business name and a unique quotation reference.
- Customer name, scope or item descriptions, quantities and the proposed rate.
- A validity date so the customer knows when the offer may change.
- Clear exclusions, delivery timing, payment terms and tax treatment where relevant.
- A simple next step: written acceptance, purchase order or advance payment.
What changes when you issue an invoice
An invoice is a payment document, not just a repeated quotation. It should point to the actual customer, delivered goods or services, agreed amount, date and applicable particulars. If GST applies to your transaction, check current requirements and your specific tax treatment rather than treating a generic document generator as a compliance solution.
A simple control that saves time
Keep the quotation, customer acceptance or purchase order, delivery proof and final invoice together. Use related reference numbers where practical. This gives both sides a clearer record if price, scope or payment timing is later questioned.
Sources and further reading
General information only; confirm tax, contract and record-keeping requirements with a qualified professional.