How to Create a Quotation Before Sending an Invoice
Jumping straight into work without a written quotation is a common freelancer mistake - it leaves pricing open to dispute later. A simple quotation, sent and approved before you start, protects both sides.
What Is a Quotation?
A quotation (or quote) is a document that states the estimated cost of goods or services before any work begins. Unlike an invoice, it's not a request for payment - it's a proposal the client can accept, negotiate, or decline.
Quotation vs Proforma Invoice vs Invoice
- Quotation - sent first, informal pricing proposal, often before scope is fully finalized.
- Proforma invoice - sent once scope is agreed, formatted like a real invoice but still not a payment demand.
- Invoice - the final, binding request for payment after work is delivered.
What to Include in a Quotation
- A clear breakdown of services or deliverables, with individual pricing where possible.
- An estimated timeline for delivery.
- A validity period, e.g. "This quote is valid for 30 days."
- Payment terms you intend to use once the project is confirmed (advance %, milestones, etc.).
Turning a Quote Into Real Work
Once a client approves your quotation - even just by replying "sounds good" - keep that confirmation on record. It becomes useful if there's ever a disagreement about scope or price down the line.
From Quote to Final Invoice
When the work is done, convert the same numbers into a proper tax invoice with an invoice number, GST breakdown, and due date. FlowInvoice's generator makes it easy to reuse the same line items you originally quoted.