Quote, invoice or receipt: which should you send?
Learn when to send a quote, invoice or receipt, with a simple deposit example, a comparison table and practical prompts for creating each document in Docket.
A quote sets out proposed work and its price. An invoice requests payment for an amount due. A receipt acknowledges money you have received. One job can involve all three, each at a different stage.
What is the difference between a quote, an invoice and a receipt?
The difference is what you are telling your customer: a quote proposes a price, an invoice bills an amount, and a receipt records a payment.
| Document | Use it to | It does not confirm |
|---|---|---|
| Quote | Describe proposed work and the price | That the customer has paid |
| Invoice | Request payment at an agreed billing stage | That the money has arrived |
| Receipt | Acknowledge a verified payment | That the whole job is paid if only a deposit was received |
GOV.UK’s invoicing guidance distinguishes an invoice from a receipt, which acknowledges payment. Creating an invoice alone is not evidence that the customer has paid it.
When should I send a quote?
Send a quote when the customer needs to review the proposed work and price before deciding to proceed. Include what is covered, what is excluded and how long the price is valid.
Be clear about whether you are giving a fixed price or an estimate. For home improvements in England, Citizens Advice explains the distinction between a quote and an estimate. If the scope changes, agree and document the revised work and price.
Our guide to writing a quote for a job includes a practical checklist and worked example.
When should I send an invoice?
Send an invoice when payment is due under your agreement with the customer. That might be a deposit, a completed milestone or the final balance.
An invoice does not always have to wait until the work is finished. Make the payment stage, amount and due date clear, and include the relevant quote or job reference so the customer can identify what they are paying for.
When should I send a receipt?
Send a receipt after you have checked that the payment was received. Identify the payer, recipient, amount, currency, date and what the payment relates to.
For a partial payment, state that it is partial. A message saying “I’ll transfer it today” is not confirmation that funds have arrived. Check your payment records before acknowledging receipt.
How do quotes, invoices and receipts work with a deposit?
Use the quote for the full agreed price, invoices for the agreed payment stages, and receipts for the amounts actually received.
Consider a fictional £600 shelving job for a business that is not VAT registered. The agreed terms are £200 before work starts and £400 on completion. These figures illustrate the paperwork; they are not recommended prices or payment terms.
- Quote: describe the shelving, materials and fitting, with a £600 total.
- Deposit invoice: request the agreed £200 deposit.
- Deposit receipt: acknowledge £200 once received, clearly identifying it as a deposit towards the £600 job.
- Balance invoice: request the remaining £400 at the agreed stage.
- Final receipt: acknowledge the £400 payment once received.
The first receipt must not say that £600 has been paid. Keep references consistent so the customer can follow the two payments without mistaking either invoice for an extra charge.
What information should a UK invoice include?
UK invoice requirements include a unique identifier, supplier and customer details, a clear description, supply and invoice dates, charges, applicable VAT and the total owed. Sole traders, limited companies and VAT invoices have additional requirements.
Check the GOV.UK requirements for your business before sending. Requirements outside the UK may differ.
Can Docket create quotes, invoices and receipts?
Yes. After setting up your business, you can ask Docket to create each document through web or WhatsApp chat. Name the document type and supply the customer, line items, currency and relevant dates. For receipts, also supply the payment method.
For the fictional job above, a quote request could be:
Create a quote for Alex Morgan for a shelving job: materials £180 and fitting £420. Use GBP. My business is not VAT registered.
After verifying the deposit in your payment records, a receipt request could be:
Create a receipt for Alex Morgan. One item: shelving job deposit, quantity 1, price £200. I received £200 by bank transfer on 18 October 2026. Use GBP; my business is not VAT registered. State that this is a deposit towards the £600 shelving job, with £400 remaining.
Replace these fictional details with your own and supply any further information Docket asks for. You confirm the payment facts in this workflow; generating a receipt does not independently verify them.
What should I check before sending the document?
Check that the document title, customer, amounts, dates and payment wording match the event you are recording.
- A quote should describe the proposed work and price.
- An invoice should make the amount due and payment stage clear.
- A receipt should acknowledge only the money actually received.
Open the PDF and review it before sharing. To try the workflow, create your Docket account or follow our guide to creating a quote on WhatsApp.