FieldLogEstimate vs. quote vs. invoice: what's the difference?
Clients use the three words interchangeably. They mean different things, and using the wrong one can cost you money. Here's the short version:
- An estimate is an educated guess about what a job will cost, based on what you can see so far.
- A quote is a fixed price offer the client can accept as-is.
- An invoice is a request for payment for work already done.
Estimate: an approximation, not a promise
An estimate is your best projection of cost before the full scope is known. You may not have opened up the wall yet, and material prices may shift. That's expected — an estimate signals that the final number can move as the scope clarifies.
To keep an estimate honest, state the assumptions it's based on: what's included, what isn't, and how long the price is valid. Most estimates carry little legal weight, but a client who feels the final bill drifted from the estimate without explanation is a client you lose. Treat the estimate as the start of the conversation, not the end.
Quote: a fixed price offer
A quote says: for this defined scope, the price is $X. When the client accepts it, it becomes the agreement for that scope. If you misjudge the labor, you eat the difference — which is why quotes require a scope you can define tightly. Some businesses call these proposals or bids; the mechanics are the same.
Send a quote when the job is well understood: a standard installation, a defined repair, a room with clear dimensions. Keep the scope in writing so "fixed price" means something.
Invoice: the bill
An invoice requests payment. It's sent after the work is done, or at agreed milestones for longer projects, and it lists the work completed, the amount due, and payment terms. An invoice doesn't need to be negotiated — it reflects what was agreed.
The practical workflow: estimate first to set expectations, quote when the scope locks, invoice when the work is complete. Every invoice should reference the estimate or quote it came from, so the client can trace the number back to what they approved.
Common mistakes
- Calling a guess a quote. If you "quote" $2,000 and the job runs over, you eat the overage. Say estimate until the scope is locked.
- No validity period. Without one, a client may hold a quote for months while material prices climb. Put an expiry date on it.
- Invoicing with no prior estimate. A bill that arrives out of nowhere feels like an ambush. Always send the estimate first.
Keeping the three straight in your workflow
FieldLog is an Android app for building estimates offline — no account or internet connection required. Each estimate gets a number the client can reference, and you can track it through its lifecycle: Draft, Sent, Accepted, Paid. When a job is accepted, you know exactly which estimate the invoice will reference. You can generate a branded PDF with your company details to share with the client. The free plan includes 3 estimates per month.
Related guides
FieldLog helps you create professional estimates on your Android device — no internet required.
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