Create and track your quotes effortlessly

A quote is a document that serves to indicate a commitment to perform a service or purchase goods at the agreed price. Legally, signing a quote is similar to a contract between both parties.

However, a quote is not comparable to an invoice and cannot replace it. The price on the final invoice may, in some cases, be higher than that in the quote:

1. higher costs for labor or materials than in the original quote, this exception mainly applies to construction companies and builders;
2. need to perform additional work that was not foreseen at the time of drafting the quote.

Although they are both essential commercial documents for freelancers, small and medium-sized enterprises, quotes and invoices are two documents that differ greatly in form and content. 

The timing

Sending a quote occurs at the beginning of a business relationship with a new client. This document sets out the terms for the execution of the service and the price. The invoice is an accounting document that concludes the sales process. This document is therefore sent to the client once the service has been performed or the goods have been delivered.

The legal value

A quote is equivalent to a contract only if it is signed by your client. This is one of the differences with invoices, as an invoice is legal proof as soon as it is issued from your invoicing software.

The obligation to prepare quotes and invoices

In most cases, preparing a quote is not mandatory for freelancers, small and medium-sized enterprises. 

However, some activities require the systematic preparation of a quote:

1. work and repairs;
2. home services;
3. moving services;
4. car rental services;
5. health-related services.

Even if your activity is not listed above, we recommend having your clients sign quotes to formalize their commitment and agreement on the price and the service to be performed. Invoices, on the other hand, are mandatory documents for every sale or service provision. The numbering of these documents

The numbering of invoices must be strictly chronological, while you are completely free in how you number your quotes.

Nothing prevents you from manually creating an invoice from your invoice template after your client has signed the quote and the service has been performed. However, you run a significant risk of errors.

To save time and avoid manual entry, we recommend using invoicing software that allows you to convert a quote into an invoice with one click. 

This solution enables you to generate your invoices faster and shorten your clients' payment terms. In other words, invoicing software is an indispensable tool for efficient commercial administration. 

If you already use a CRM, choose an invoicing module that can be linked to your CRM. This type of module performs the same functions as invoicing software and allows you to manage your business from one interface.

In this perspective of productivity gain and simplicity to track all your activities, Qonto has developed an invoicing tool that is directly integrated into your business account. 

Thus, you can :

1. generate quotes and invoices in minutes;
2. track invoices pending payment and quotes awaiting approval;
3. send reminders to your clients in case of unpaid invoices;
4. directly transfer your invoices and bank transactions to your accounting software.

With the advent of the electronic invoice, it is essential for freelancers, small and medium-sized enterprises to acquire invoicing software.

Here are 3 invoicing software packages that each offer essential functions for your commercial and financial management.

Tolteck: the quote and invoicing software for builders

Tolteck is an invoicing software specialized for builders. This tool offers functions particularly suited for the construction sector:

1. integrated library of works;
2. connection with your material and construction suppliers;
3. cost estimation of works with the Solu+ software.

Not to forget the essential functions for effective invoicing software:

1. customization of commercial documents;
2. advance invoice;
3. management of VAT rates;
4. dashboard for tracking activities. The rates of Tolteck start at €19/month excluding VAT if you take out an annual subscription and you can benefit from an additional discount if your company is less than 5 years old.

Qonto: the invoicing tool integrated into your business account

With the desire to offer you a complete management solution, Qonto has developed its own invoicing software that allows you to easily create your quotes and invoices.

Like the main tools on the market, you can customize your documents and add your logo to make them more professional.

The real advantage of Qonto's invoicing tool is that it is integrated with your business account. This way, you can manage your income and cash flows from one interface.

Not to forget the numerous connections with the main tools that are essential for the daily management of your business. For example, you can export your accounting and banking documents to more than 50 accounting software packages.