Send a quotation while terms are still being proposed; send an invoice when documenting the invoiced transaction. The first fixes price, scope, validity and acceptance. The second enters the invoice series and tax, accounting and customer follow-up. Renaming a file does not change the real event.
The answer in one grid
- Before agreement: quotation.
- For precise acceptance: a versioned quote.
- After the billable event: invoice.
- To claim/track settlement: invoice and due date.
- For a deposit: terms in quote, then validated documents.
- For a post-issue error: invoice correction, not a rewritten quote.
1. Differences with consequences
A quotation asks “will you accept these terms?” An invoice answers “what transaction is being invoiced?”
| Criterion | Quotation | Invoice |
|---|---|---|
| Time | Offer before performance/sale | Billable transaction |
| Purpose | Accept price and scope | Document sale/receivable and tax |
| Number | Separate commercial reference | Controlled continuous series |
| Validity | Acceptance deadline | Not offer validity |
| Acceptance | Ties to exact version | Issue/delivery in workflow |
| Accounting | Not final sales posting by itself | Source document in accounting flow |
| Payment | Proposed terms | Due, paid and outstanding tracked |
| Correction | New version before acceptance | Procedure/credit after issue |
An invoice is not simply a more official quotation. Article 145 of the 2026 CGI addresses the sales document and numbering; check rules for your regime.
2. Concrete scenarios
Follow the event, not pressure from the customer or the PDF title.
| Scenario | First document | Then |
|---|---|---|
| Custom installation | Detailed accepted quote | Order/delivery and real invoice |
| Completed counter sale | Receipt or invoice for case | Payment and archive |
| Internal price request | Quote or clearly non-invoice proforma | Invoice after transaction |
| Price changes before acceptance | New quote version | Accept V2 |
| Quantity changes at delivery | Delivery note and agreement | Invoice validated reality |
| Error after invoice | Retain original | Credit/correction |
For checkout, use the receipt or invoice guide.
3. Move between them without losing evidence
The two documents should tell one story, although they can differ when reality changes and the change is evidenced.
- Issue a referenced, versioned quote.
- Keep acceptance of that version.
- Create the sales order.
- Record delivered/performed reality.
- Compare planned and actual.
- Approve commercial differences.
- Create invoice from lineage.
- Check identity, lines, VAT and total.
- Issue next authorised number.
- Record payment and corrections separately.
Retyping breaks discounts, quantities and rates. See how to convert a quotation to invoice.
A signed quotation is not automatically an invoice
Acceptance proves agreement to the offer. It does not remove the need for the sales document appropriate to the transaction. Issuing an invoice too early in place of a quote may create a document that must be corrected.
4. BelloPOS separates the states
BelloPOS Pro keeps quotation, customer sales order, delivery note, invoice and credit as separate linked types. Drafts are editable; issue allocates controlled identity; conversion copies customer and lines.
The quote prints “not an invoice” and validity. The invoice shares the legal series with invoices raised from till sales. After issue, controlled correction or a linked credit replaces silent editing.
Software retains lineage; the responsible person decides when the transaction is billable and validates taxes, differences and customer evidence.
5. Ask before sending
Write the answer into the procedure.
| Question | If yes | If no |
|---|---|---|
| Must the customer still accept price/scope? | Quotation | Continue |
| Is the billable transaction determined? | Invoice after checks | Wait/clarify |
| Does actual differ from quote? | Evidence agreement/delivery | Convert normally |
| Does an invoice number exist? | Do not rewrite | Issue when ready |
| Does customer only need an estimate? | Quote/non-invoice proforma | Identify need |
| Is correction required? | Validated credit/procedure | Archive |
Mistakes to avoid
- Issuing invoice merely to obtain acceptance.
- Using invoice series for quotes.
- Posting quote as final sale.
- Changing accepted version.
- Invoicing ordered amount despite delivery difference.
- Changing total to mark paid.
- Deleting an invoice.
- Believing title alone classifies document.
Frequently asked questions
What is the main difference?
A quote proposes before agreement; an invoice documents the invoiced transaction.
Does a signed quote replace an invoice?
No. It proves agreement; issue the appropriate invoice for the operation.
Can payment be made against a quote?
Deposit terms may appear, but payment and documents must follow the validated treatment.
Should they share a number?
No. Keep separate series and explicit source link.
Can the invoice differ?
Yes where reality changed and the difference is documented and accepted.
Does BelloPOS retain the link?
Yes in Pro, from quote through sales order, delivery, invoice and credit.
What to take away
The quotation secures the pre-transaction decision; the invoice secures the transaction document. Separate series and effects, while linking evidence and lines.
Sources
The figures and rules quoted above come from these pages, read on the date given in the article.
- Moroccan General Tax Code 2026, DGI, read 29 August 2026
- Law 31-08 on consumer-protection measures, official text, read 30 August 2026
- Law 53-05 on electronic exchange of legal data, official text, read 30 August 2026
- BelloPOS quotes, orders, deliveries, invoices and credit notes, read 29 August 2026
Test both documents
Create quote V1, accept V2, deliver partially and inspect invoice lineage.
Read next
Other practical guides on the same subject: