They support different decisions
A quotation proposes a scope and price before the customer accepts the work. An invoice requests payment for agreed work or an agreed milestone. Sending a quotation does not by itself prove that work is approved, delivered or paid.
For example, a designer quotes RM1,200 for a defined logo project. The customer may request changes before acceptance. Keep the agreed version and acceptance record so the delivery team does not work from an outdated proposal.
Make the quotation usable
Include enough detail for the customer to understand what is included and for your team to deliver it. A vague line such as ‘design service’ leaves room for different expectations about revisions, files and deadlines.
State exclusions and assumptions alongside the price. If an external licence, delivery charge or additional revision is separate, explain how it will be handled before acceptance.
Acceptance should create a handover
Once the customer accepts, record which quotation version was agreed and what happens next. Assign the work, agree timing and create the relevant job or project record. Keep a clear link between the quotation and that job.
If the scope changes, agree the revised scope and price rather than silently editing the original accepted record. Retaining the history helps both sides understand what was approved.
Keep billing and payment evidence separate
An invoice is not a receipt, and an uploaded payment screenshot is not confirmation that funds have arrived. Check the relevant account before marking a payment verified. Record the amount, date and reference so partial payments can be reconciled.
Tax, SST and e-Invoice obligations depend on your business and current requirements. This workflow guide does not establish compliance; check current LHDN/RMCD guidance or your adviser. Flow’s quotation demo shows linked operational records, not an e-Invoice submission service.