Workvado workflow guide
Quote vs invoice: what changes when the work is agreed
A quote describes proposed work and its price so the customer can decide whether to proceed. An invoice requests payment for agreed work. In Workvado, an accepted quote can be converted into an invoice, and payments can then be recorded against that invoice.
| Record | Purpose | When to use it |
|---|---|---|
| Quote | Describe proposed work and price | Before the customer agrees to the work |
| Invoice | Request payment for agreed work | According to the agreed billing arrangement |
| Payment record | Document money actually received or paid | When the direct payment occurs |
Use the quote to make the proposed job clear
Identify the customer, describe the work and use line items that explain the price. Check quantities, amounts, currency and the relevant tax information. A validity date helps show how long the offer stands. The wording and legal effect of the agreement depend on the participants and their jurisdiction.
Keep acceptance and revisions on record
Before turning the quote into a bill, confirm that the customer accepted the work and that the scope remains accurate. If there was a change, document the revised agreement and customer approval. An internal site note should not be treated as a substitute for that agreement.
Use the invoice to identify what is due
Review the invoice number, issue date, due date, customer and company document details, line items and totals. Converting an accepted Workvado quote retains the commercial context, but you should still review the resulting invoice before sharing it.
Keep the payment separate from the payment record
The customer pays the contractor through the arrangement they agreed. Workvado does not hold or process the funds. Recording the payment in the application creates a useful job record; reconcile it with the actual transaction and retain supporting documents and exports.