Guide
Quote, proforma invoice and invoice: differences and when to issue
Three documents, three different purposes — and in practice they are called whatever comes to mind first. Here is what each one actually means, which one is binding and in what order they come.
Updated:
A quick comparison
| Document | What it is for | Tax document? |
|---|---|---|
| Quote | A proposal of terms and prices to a customer who is still deciding; it has a validity period | No |
| Proforma invoice | A request for payment before delivery; contains the payment details | No |
| Invoice | A document about a completed transaction and the obligation to pay | Yes |
Quote
A quote is a business proposal: what you offer, at what price and on what terms. The customer uses it to compare and decide. The key element is the validity period — after it you are not bound by the prices stated, which matters when materials or the exchange rate go up.
A quote does not enter the business books and is not sent to SEF, the national e-invoicing system. It happens that a customer pays referring to the quote number — even then the transaction is closed with an invoice.
Proforma invoice
A proforma invoice is a request for payment before delivery. It contains all the payment details, so the customer pays against it and you deliver only once the money has arrived. A proforma invoice is not a tax document either and creates no tax liability.
Invoice
An invoice is the document about a completed transaction. It enters the books, it creates the obligation to pay and, if you are a VAT payer, the tax is calculated on it. The invoice is also the document that is sent to SEF.
If a discount is agreed after issuing or goods are returned, the invoice is not deleted — a credit note linked to that specific invoice is issued.
The natural flow of documents
- Quote → proforma invoice → invoice. The customer asks for a quote, accepts it, receives a proforma invoice, pays, then receives an invoice.
- Quote → invoice. The customer pays against the quote straight away; the invoice is issued on delivery.
- Proforma invoice → invoice. The classic flow when the price is not negotiated.
- Invoice → credit note. A subsequent discount, a complaint or a return.
In duplo each of these steps is a single click: from a quote you create a proforma invoice or an invoice, from a proforma invoice an invoice, and from an invoice a credit note — the details and line items carry over, and the link between the documents is remembered and printed on the PDF as the reference.
Frequently asked questions
- Can a customer pay against a quote?
- They can, and in practice it happens often — the customer pays referring to the quote number. That does not make the quote a tax document: the transaction still has to be closed with an invoice.
- Does a proforma invoice enter the VAT records?
- No. A proforma invoice is not a tax document and creates no tax liability — it only requests payment. If the payment is an advance and you are VAT-registered, an advance invoice is issued.
- Do quotes and proforma invoices go to SEF?
- They do not. Invoices, advance invoices and credit notes are sent to SEF. Quotes and proforma invoices are sent to the customer by email.
- How long is a quote valid?
- As long as you decide — the validity period is part of the quote and is usually written as “the quote is valid until” a certain date. After that date you are not bound by the prices stated.
Further reading
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