They said yes in the hallway. You packed the van. Sunday you try to remember whether the extra towel rail was £90 or £120. That is not invoicing. That is archaeology. The quote they accepted is the invoice waiting for a date.
Quote vs invoice
| Quote (accepted) | Invoice | |
|---|---|---|
| Job lines | Scope they said yes to | The same lines |
| Extras | Only if already accepted | Those lines, not new ones |
| Deposit | Asked for / paid | Shown as paid, balance due |
| Identity | Quote number | Invoice number and date |
| Ask | Will you accept? | Please pay this |
Worked: quote £2,400 + VAT, deposit £720 paid, extra radiator accepted Tuesday at £380 + VAT. Invoice on site Friday is not a new novel. It is those three facts plus “due on completion.”
| Line | Amount |
|---|---|
| Original job (ex VAT) | £2,400 |
| Extra radiator (accepted) | £380 |
| VAT 20% | £556 |
| Less deposit received | −£720 |
| Due now | £2,616 |
If your tools can clone the quote into an invoice, use that. If they cannot, duplicate the PDF and change the heading, the number, and the money due. Do not start a blank invoice and hope the memory is kind.
What people miss
Invoicing work they did not accept. An extra you “just did” is not on this invoice until they agreed a figure. That is a different conversation.
Forgetting the deposit. They will not. Show it as received or you look like you are billing twice.
New totals that do not match the quote. If materials moved, say so before you invoice, or you are arguing on the drive.
Waiting until you are home. The convert-on-site habit is the whole point. The van park is when the job is still true.
Related guides
FAQ
- They accepted by text. Can I invoice?
- If the quote was clear and they said yes, that is how a lot of work is agreed. Keep that message. This is not legal advice.
- Part-complete — invoice now?
- Stage invoices if the quote said so. Do not invoice the whole job because you are on site and nervous.
- CIS?
- If you are a subby, the invoice still needs the labour figure they will deduct from. Do not invent a new total that hides CIS.
- What if they will not pay on the drive?
- The invoice can still go now. Due date as written. Do not leave without the document existing.
