Estimate vs invoice: what's the difference?
An estimate is the price you offer before the work. An invoice is the bill you send once payment is due. They often share the same lines, but they do different jobs.
| Estimate | Invoice | |
|---|---|---|
| When | Before the work starts | When payment is due: at the end, or at an agreed stage |
| What it's for | Agreeing on scope and price | Asking for payment for agreed work |
| What the client does | Says yes, asks for changes, or says no | Pays by the due date |
| Key details | Estimate number, valid-until date, scope, line items, what isn't included | Invoice number, invoice date, due date, line items, amount due, how you'd like to be paid |
| Price | Offered; can change if the job changes before it is agreed | The agreed total, plus any changes the client approved |
How an estimate becomes an invoice
- Start from the accepted estimate. Keep the same lines, quantities and rates so the client recognizes what they agreed to.
- Add only approved changes. Extra work goes on the bill only if the client agreed to it first.
- Take off anything already paid. If the client paid part up front, show it and the balance left.
- Add the invoice details. A new invoice number, the invoice date, a due date, and how you'd like to be paid.
- Send it when it's due, not weeks later.
Estimate, quote or bid?
People use the words differently. Some treat a quote as a fixed price and an estimate as an expected price that can change. Whichever word you use, say on the document whether the price is fixed or expected, and how long it is valid. A bid usually means a price submitted to win a job against other contractors.
Common questions
What is the difference between an estimate and an invoice?
An estimate is the price you offer before the work starts, so the client can say yes or no. An invoice is the bill you send once payment is due, for work the client agreed to.
Is a quote the same as an estimate?
People use the words differently. Some treat a quote as a fixed price and an estimate as an expected price that can change. Whichever word you use, say on the document whether the price is fixed or expected, and how long it is valid.
Can an invoice be more than the estimate?
It can, if the job changed and the client agreed to the change. Update the estimate and get the client's OK before doing the extra work, then invoice the agreed total.
Templates
Start an estimate from a trade template: plumbing, electrical, handyman, cleaning or landscaping.
Estimate to invoice in one tap
In Bidpocket, one tap turns an estimate into an invoice with every line copied over, and the invoice then shows as Unpaid, Paid or Overdue.
- Estimates and invoices. Build a quote line by line, or speak the job and let Bidpocket fill in the lines.
- Your price book. Save the items and rates you use, and reuse them on every document.
- One tap to invoice. Turn an estimate into an invoice with every line copied over.
- PDF in Letter or A4. Send it with the share sheet or your email app.
- Unpaid, Paid and Overdue. Optional reminders go only to you.
- Your data out, any time. CSV export and Export all PDFs are free in every plan.
Your documents are stored on your iPhone. There is no account to create.
Free
Drafts, voice, your price book, estimate-to-invoice, status, CSV and Export all PDFs, plus re-sharing or printing any document you have already shared. You can send 3 new documents each calendar month.
Bidpocket Pro
A yearly subscription through the App Store that renews automatically each year until you cancel: unlimited new documents, your logo, and no "Made with" line. Free trial for eligible new subscribers; unless you cancel at least 24 hours before the trial ends, the yearly price shown in the app is charged. The price is shown in the app before you subscribe.
Sending more than 3 new documents a month requires Pro. Voice capture works on supported iPhones.
Coming to the App Store for iPhone.
Please note
Bidpocket makes estimates and invoices from what you enter. It doesn't give tax, legal or accounting advice, doesn't work out what tax you owe, and doesn't check that your documents meet the rules where you or your clients are. Some places require specific invoice details or electronic invoicing; ask a tax professional. Bidpocket doesn't process, hold or send payments.