4 min read · Updated 2026
Quotation vs invoice vs pro-forma invoice: what's the difference?
When to send a quotation, a pro-forma invoice, a tax invoice, a credit note or a receipt — the South African freelancer's document cheat sheet.
The document order
- Quotation: the price you propose, before work starts
- Pro-forma invoice: a request for payment before you supply
- Invoice / tax invoice: a request for payment for work supplied
- Receipt: proof you were paid
- Credit note: corrects or reduces an issued invoice
Quotation
Lists scope, price, assumptions and how long the quote is valid. Once the client accepts in writing, it becomes the basis of your agreement.
Pro-forma invoice
Useful for deposits and upfront payments. It is not a tax invoice — issue the real invoice once paid or delivered.
Credit note
Never edit an issued invoice. Issue a credit note that references it.
Frequently asked questions
Can a quote be legally binding?
An accepted quote can form an agreement, but a contract covers IP, cancellation and late payment much better.
General information only, based on South African legislation as of 2026. Confirm your situation with a registered tax practitioner or attorney.