Guide · Billing
The quote was accepted, but you were never paid
Many late payments start as a quote that everyone treated as the final bill. After the client says yes, send an invoice.
A quote is permission to start, not a demand for money
An estimate shows a price and a validity date. It does not say “pay this by Friday.” Accounts teams ignore quotes because they are not payable documents. If the only PDF you sent was a quotation, there is nothing in their payment queue.
What to send after they accept
- Keep the same line items and prices they agreed, so the invoice matches the quote.
- Add an invoice number, invoice date, and a real due date.
- Add payment details for the method they can use.
- Write the quote number on the invoice if they track approvals that way.
- Send it to the person who pays, not only the person who approved the scope.
Large jobs
If the work is long, the accepted quote is the moment to invoice a deposit. Waiting until the whole project is delivered is how a completed job ends unpaid.
FAQ
- Can I write “payable” on the quotation instead?
- You can, but a separate invoice is clearer for the client and for your records. The quote stays the offer. The invoice is the bill.
- They already paid the quote amount. What next?
- Issue a receipt that cites the quote or invoice number. Do not send a second invoice for the same amount.
Billvale does not collect the payment. It creates the documents you send.
Turn the job into an invoice