Freelancers send three money documents over a project, and clients often confuse them. Each has one job.
A quote (or estimate) says what it will cost
You send it before the work starts. It lists what you will do and the price you expect to charge. It is a promise of a price, not a request for payment, so it needs no invoice number or payment details.
An invoice asks to be paid
You send it when work is done, or when a deposit or milestone is due. It lists what was done, the amount owed, the due date and how to pay. It is the document that starts the clock on payment.
A receipt confirms that you were paid
You send it after the money arrives. It shows the amount received, the date, and which invoice it settles. Some clients need one for their records, and it closes the loop for both sides.
A simple way to remember
- Quote: "Here is what it will cost."
- Invoice: "Here is what you owe."
- Receipt: "Thank you, this is paid."
You can often save a step. Marking an invoice as paid and sending a short thank-you with the paid copy does the job of a receipt for most small clients. Where the law in your country requires a formal receipt, follow that.
