Connected record path
From quote to payment receipt
Sales work leaves three records behind: what you offered, what you billed, and what actually arrived. Keeping them separate is what lets you prove the difference later.
Each step keeps its own record. Retain the source document rather than editing it, and review dates, parties, references, and totals before the new document becomes part of your work history.
Create a quote
State the scope, the price, and how long the offer stands. An expiry date helps both parties understand when the offer needs review if costs or availability change.
Invoice the agreed work
Raise the invoice only after the scope is confirmed, and carry the quote number onto it. Where the invoice total differs from the quote, note why on the invoice itself.
Record the payment you received
A receipt records money that has actually arrived, so it belongs after settlement, never alongside the invoice. Record partial payments separately rather than editing the invoice.