The short answer
| Estimate | Invoice |
|---|---|
| Expected scope and price before final approval. | Amount requested for completed or delivered work. |
| Can change as the customer approves or rejects work. | Should reflect final quantities, labor, taxes, discounts, payments, and balance. |
| Status may be draft, sent, approved, declined, or expired. | Status may be unpaid, partially paid, paid, past due, void, or archived. |
What should carry forward
Keep the correct customer, location, job, approved description, and useful line items connected. This reduces retyping and preserves why the invoice exists.
What must be reviewed again
Actual quantity, labor hours, materials used, warranty language, issue date, due date, taxes, discounts, deposits, and payment terms may differ from the original estimate.
Do not erase the estimate
The accepted estimate is part of the decision history. Create the invoice as a related document rather than replacing the estimate text and losing what was originally proposed.
Use clear customer communication
The email subject and message should identify the correct document number. An estimate asks for review or approval; an invoice asks for payment according to its terms.