Invoice vs Quote

A quote is an estimate you send before starting work. The client can accept, negotiate, or decline. A quote isn’t legally binding—it’s an offer.

An invoice is a request for payment you send after completing work. It’s a formal demand with a due date.

When to Use Each

Use a quote when a potential client asks for pricing, when you need approval before starting, or when you want to document the agreed scope.

Use an invoice when work is complete and you’re ready to request payment, for recurring services where the price is already agreed, or for progress billing on long projects.

Key Differences in LiteWork

Quotes and invoices use separate number sequences (INV-0001 vs QUO-0001). Quotes have an expiry date instead of a due date. In Xero, quotes can be converted to invoices directly once accepted.

Converting Quotes to Invoices

When your client accepts a quote, you can convert it in Xero using their built-in conversion feature. The resulting invoice syncs back to LiteWork automatically.

Without Xero, open the Document Manager, find your quote, and use the Duplicate action to create a copy. Then change the document type to Invoice.