Differences between Invoice, Waybill and Quote: Complete guide
What is an invoice and what is it for?
An invoice is a mandatory document that companies must issue when making a transaction for goods or services.
Key features of an invoice
- Mandatory: Formalize a sale or provision of services.
- It contains key data: Names, NIF, concepts, amount, taxes and dates.
- It allows you to deduct VAT: It is essential for the accounting of companies and the self-employed.
What is a pro forma invoice?
A proforma invoice is an informational document that details the conditions of a sale before it is made.
Key Features
- It is not an accountant: It has no fiscal value, but it does have legal value.
- It includes basic information: Prices, taxes and conditions of sale.
- Main function: Inform the customer of the details of a potential transaction.
EXAMPLE: If you're negotiating with a customer, you can send them a proforma invoice to agree on terms before issuing the final invoice.
What is a quote?
A quote is a document that indicates to the customer the estimated cost of a good or service.
Key Features
- Conditional validity: It is only valid when the customer accepts it by signing it.
- Contractual obligation: Once accepted, prices cannot be changed except by mutual agreement.
- It makes planning easier: It helps both parties to be clear about costs and scope.
Key difference: Unlike the pro forma invoice, the quote is not legally valid until it is signed.
What is a waybill?
A waybill is a document that proves the delivery of goods or services.
Key Features
- Optional: Not all companies are required to issue it.
- Proof of delivery: The customer can sign it to confirm receipt.
- Does not include tax information: It only details the goods or services delivered.
EXAMPLE: If you deliver an order, the customer signs the waybill as proof that they received the products.
Differences between invoice, delivery note and quote
Proforma invoice vs quote
- Legal validity: The pro forma invoice has legal validity; the quote only after being accepted.
- Time of issue: The quote is delivered before acceptance, the proforma invoice at a later stage.
Quote vs delivery note
- Objective: The quote details costs; the waybill accredits deliveries.
- Contents: The waybill does not include prices or taxes, the quote does.
Waybill vs invoice
- Mandatory: The invoice is mandatory; the waybill is not.
- Purpose: The waybill proves the delivery; the invoice formalizes the sale.
How to manage invoices, waybills and quotes efficiently
Manually managing these documents can lead to errors and consume time. Implement a management software like taclia is an effective solution for automating these processes.
Benefits of using taclia
- Automation of calculations: Create invoices and quotes with custom templates.
- Centralized management: Record and organize all documents by client or project.
- Fast shipping: Send invoices and quotes directly from the platform.
- Remote access: Consult your documents from any device.
Try taclia for free and discover how to simplify the management of your business documents.
