Invoicing explained
Invoicing comparisons, answered clearly
Straight answers to the “what’s the difference?” questions that come up in billing — from Invco, the AI invoicing assistant.
Invoice vs Estimate
An estimate is a non-binding projection of what a job will cost, sent before the work. An invoice is a formal request for payment, sent after the work is delivered. The estimate helps a client decide; the invoice asks them to pay.
Invoice vs Receipt
An invoice requests payment for goods or services; a receipt confirms that payment has been made. The invoice comes first and says “please pay”; the receipt comes after and says “paid in full”.
Invoice vs Quote
A quote is a fixed price offered before the work; an invoice is the bill sent after it. A quote is usually a firmer, fixed figure (versus an estimate's approximation), but both come before the invoice that requests payment.
Net 30 vs Due on receipt
Net 30 gives the client 30 days to pay from the invoice date; due on receipt asks for payment immediately. Due on receipt gets you paid faster; Net 30 is more standard for established B2B clients.
Proforma invoice vs Invoice
A proforma invoice is a preliminary, non-binding estimate of cost sent before delivery; a (final) invoice is the formal request for payment after delivery. The proforma helps the buyer commit or arrange payment; the final invoice records the sale.
Purchase order vs Invoice
A purchase order is created by the buyer to authorize a purchase before it happens; an invoice is created by the seller to request payment after delivery. The PO commits to buy; the invoice asks to be paid.
Credit note vs Refund
A credit note reduces what a customer owes and can be applied to a future invoice; a refund returns money the customer already paid. A credit note adjusts the books; a refund moves cash back.
Gross amount vs Net amount
On an invoice, the net amount is the price before tax; the gross amount is the total after tax is added. Net is what you charge for the work; gross is what the client actually pays.
Invoice vs Bill
“Invoice” and “bill” describe the same document from different sides: the seller sends an invoice to request payment; the buyer calls that same document a bill they need to pay. The wording often depends on who's holding it.
Deposit vs Retainer
A deposit is a one-time upfront payment toward a specific job, with the balance billed later. A retainer is an ongoing, usually recurring fee that reserves your time or a scope of work. A deposit kicks off a project; a retainer keeps a relationship going.
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