Quotes, estimates and proforma invoices explained
Before you raise a real invoice, Sales Scribe lets you send a customer one of three "pre-invoice" documents: a quote, an estimate or a proforma invoice. They look similar on paper, but each has its own purpose, its own number and its own way of behaving. This guide explains the differences and what they share.
The three document types
| Quote | Estimate | Proforma invoice | |
|---|---|---|---|
| What it is | A binding price offer | A non-binding, ballpark figure | A pre-payment request that looks like an invoice but isn't a real one |
| Typical use | "Here is my firm price for the job." | "It will cost roughly this — subject to change." | "Please pay this amount before I start." |
| Customer can accept or decline online | Yes | Yes | No — it is send-only |
| Number prefix | QUO- | EST- | PF- |
| Converts to a draft invoice | Yes | Yes | Yes |
| Affects your accounts | No | No | No |
You do not have to move through these in a set order. Each type is created on its own, and any of them can be turned into an invoice when you're ready.
What they all have in common
- None of them touch your accounts. A quote, estimate or proforma has no effect on your general ledger, your VAT figures or your customer's balance. Your books are only affected once you convert one into an invoice and issue that invoice.
- Each carries a required valid-until date. This is the date the offer is good until. A sent document expires automatically once that date passes.
- Each is numbered when you send it. While a document is still a Draft it has no number; sending it assigns the next number in its own sequence (QUO-, EST- or PF-).
- Each becomes locked once sent. A sent document can't be edited. If you need to change it, you create a revision instead.
- Each converts to a draft invoice — once. Converting copies the lines into a new draft invoice and marks the original Converted. You then issue that invoice as normal.
Where to find them
Each type has its own place in the Sales menu:
- Sales → Quotes
- Sales → Estimates
- Sales → Proforma Invoices
Each page lists that type of document, with filters for status, customer and date, and a New Quote / New Estimate / New Proforma Invoice button to create one.
Which one should I use?
- Use a quote when you're giving a firm, committed price you're happy to stand by.
- Use an estimate when you can only give an approximate figure that may change.
- Use a proforma invoice when you want the customer to pay before you deliver — it presents the amount like an invoice, but nothing is recorded in your accounts until you turn it into a real invoice. See Record a payment on a proforma invoice.
Availability
Quotes, estimates and proforma invoices are part of the Quotes feature. It's available on every plan, but it can be switched off for an individual organisation. If it's switched off you won't see Quotes, Estimates or Proforma Invoices in the Sales menu, and opening one of those pages shows a Feature Not Available message.
Note: Turning the feature back on doesn't change any documents you've already sent — a customer who is holding a link to a quote or estimate can still open it.