Below is a professional quotation for the same job. It differs from the invoice in three ways: it is an offer rather than a demand, it carries a validity date, and its description of the work does more heavy lifting.
accounts@example.co.za
4 Fredman Drive, Sandton
VAT 4870012345
011 000 0000
hello@example.co.za
VAT 4123456789
Reg 2021/000000/07
Issue Date
2026-08-13Valid Until
2026-09-12| # | Description | Qty | Rate | Tax | Disc | Total |
|---|---|---|---|---|---|---|
| 1 | Geyser replacement150L, supply and install, including waterproofing | 1 | R 4 850,00 | R 727,50 | - | R 4 850,00 |
| 2 | LabourOn site, per hour | 3 | R 220,00 | R 99,00 | - | R 660,00 |
| 3 | Isolator and drip tray | 1 | R 190,00 | R 28,50 | - | R 190,00 |
Valid for 30 days. 50% deposit on acceptance. Excludes rubble removal, ceiling repairs where access is required, and any electrical work.
What makes a professional quotation work
- A validity date. Without one your price stands indefinitely.
- Deposit terms on the document, not raised for the first time when the client accepts.
- Line items a client can question. Three lines they can discuss beats one number they can only accept or reject.
- Quantities shown, so the labour figure is visibly three hours rather than an opaque total.
- Its own number sequence. QUO, not INV.
The part not shown: exclusions
The quotation above would carry a short exclusions note under the totals. On this job:
Excludes rubble removal, ceiling repairs where access is required, and any electrical work. Existing pipework is assumed sound; replacement is quoted separately if required.
Forty words. They are the forty words that decide who pays when the ceiling has to come down, and they are worth more than anything else on the page.
Quotation and invoice, side by side
| Quotation | Invoice | |
|---|---|---|
| Number | QUO-0148 | INV-0148 |
| Date | Before the work | After the work |
| Expires | 30 days | No |
| Says | This is what it will cost | This is what you owe |
| Carries | Scope, exclusions, deposit terms | Due date, banking details, PO number |
Common questions
Should the quote and invoice share a number?
No. Separate sequences. Referencing the quote number on the invoice is what links them.
How detailed should line items be?
Detailed enough that a client can see what they are paying for and remove something if the total is too high.
Do I show VAT on a quotation?
Show what the VAT will be. You only charge it on the tax invoice.
Build it from your saved price list, then raise the invoice against it when the work is done.
Create a professional quotationDisclaimer: This content is for general information only and does not constitute legal, tax, accounting or financial advice. Always confirm important requirements with SARS, the relevant authority or a qualified professional.
