Estimate: describe the proposed work
An estimate communicates an expected cost before work proceeds. State what is included and what could change. An estimate and a fixed-price quote can have different contractual effects; this tool's estimate heading does not decide those effects.
A designer estimates 5 hours at $100 per hour. With exclusive GST enabled, the estimate shows $500 plus $50 GST, total $550. The notes describe the expected work and any assumptions.
Sources: business.gov.au: invoice types and practical invoice fields
Invoice: request payment
Issue an invoice for the relevant work or goods and the payment terms you have agreed. Use a tax invoice for taxable sales if registered for GST; otherwise use an ordinary invoice. Add the actual issue date, document number and due date.
The designer completes 4 hours. The invoice records the actual charge: $400 plus $40 GST, total $440. Check the items before changing the document type; switching does not recalculate the work performed.
Receipt: record payment received
A receipt records payments received. Add one row per payment with its date and positive amount; method is optional. QuickInvoice shows the document total, Paid, each payment with its amount, and the remaining Balance. A partial payment should not be described as paid in full.
The client pays 220 against a 440 charge. The receipt shows Paid 220 and Balance 220 in the selected currency. When the remainder arrives, add another dated payment row if you want the receipt to acknowledge both payments. Keep your exported documents with your own records.
Keep the record trail clear
- Use reference numbers that help you match the estimate, invoice and receipt.
- Check client and business details at every stage.
- Retain the exported PDFs. The website keeps one active draft, not an accounting history.
- Check applicable consumer and tax obligations; the tool does not decide when a receipt is legally required.
One job, three linked documents
Follow a fictional GST-registered designer and the same client through a small job. All amounts are AUD and prices exclude 10% GST. The estimate assumes five hours, the completed work takes four, and two payments leave a small balance. The references deliberately share 301 so the documents can be matched, while their prefixes distinguish their purpose.
| Stage | What changes |
|---|---|
| EST-301 · 1 October | 5 expected hours × $100 = $500 net; GST $50; estimated total $550. |
| INV-301 · 15 October | 4 actual hours × $100 = $400 net; GST $40; amount invoiced $440. |
| REC-301 · 22 October | Payments of $150 and $200 total $350; the $440 charge leaves $90 due. |
Sources: business.gov.au: invoice types and practical invoice fields
First: state the estimate's assumptions
The estimate describes a layout concept and one revision, based on five expected hours. A request for extra revisions should trigger a scope discussion rather than an unexplained higher charge. This example does not turn the estimate into a fixed-price quote or decide the contract terms.
Estimate
Example Design Studio
Example Street, Sydney NSW
studio@example.invalid
Illustration only. ABN: [supplier’s own 11-digit ABN]. GST registration is assumed for this example. Names, addresses and email are fictional; bracketed identifiers must be replaced before use.
- Bill to
- Example Workshop
Sample Road, Sydney NSW - Estimate No.
- EST-301
- Issued
- 01/10/2026
| Description / quantity × price | Amount |
|---|---|
| Design work (estimated hours)5 × 100.00 | 500.00 |
- Subtotal (excluding GST)
- 500.00
- GST (10%)
- 50.00
- Total (AUD)
- 550.00
Notes
Expected scope: a layout concept and one revision. Hours may change if the scope changes; discuss changes before proceeding.
Terms
Estimate for discussion; valid until 15 October 2026.
Then: invoice the actual agreed work
The job finishes in four hours, so the invoice reduces the net charge from $500 to $400 and GST from $50 to $40. The amount requested is $440. Keep the exported estimate before editing: selecting Invoice in the generator changes the document kind but does not automatically revise quantities, the reference or your agreement.
Use INV-301 as the invoice's own reference and mention EST-301 in notes. Check the issue date and agreed due date. If you work on a fixed-price basis instead, do not assume fewer hours automatically changes the agreed fee; resolve that against the actual agreement.
Tax invoice
Example Design Studio
Example Street, Sydney NSW
studio@example.invalid
Illustration only. ABN: [supplier’s own 11-digit ABN]. GST registration is assumed for this example. Names, addresses and email are fictional; bracketed identifiers must be replaced before use.
- Bill to
- Example Workshop
Sample Road, Sydney NSW - Invoice No.
- INV-301
- Issued
- 15/10/2026
- Due
- 29/10/2026
| Description / quantity × price | Amount |
|---|---|
| Design work (actual hours)4 × 100.00 | 400.00 |
- Subtotal (excluding GST)
- 400.00
- GST (10%)
- 40.00
- Total (AUD)
- 440.00
Notes
Related estimate: EST-301. Four hours completed. Quote INV-301 when arranging payment.
Terms
Payment due 29 October 2026, as agreed for this fictional job.
Finally: acknowledge two partial payments
The client pays $150 on 18 October and $200 on 22 October. Enter each payment once, with its real date. Paid is $150 + $200 = $350; Balance is $440 − $350 = $90. Neither the original $550 estimate nor a payment amount replaces the $440 document total.
The receipt therefore acknowledges partial payment, not ‘paid in full’. It references INV-301 so the recipient can identify the charge being settled. When the remaining $90 arrives, add that dated payment only after it has been received and retain the updated export with your records.
Receipt
Example Design Studio
Example Street, Sydney NSW
studio@example.invalid
Illustration only. ABN: [supplier’s own 11-digit ABN]. GST registration is assumed for this example. Names, addresses and email are fictional; bracketed identifiers must be replaced before use.
- Bill to
- Example Workshop
Sample Road, Sydney NSW - Receipt No.
- REC-301
- Issued
- 22/10/2026
| Description / quantity × price | Amount |
|---|---|
| Design work (actual hours)4 × 100.00 | 400.00 |
- Subtotal (excluding GST)
- 400.00
- GST (10%)
- 40.00
- Total (AUD)
- 440.00
- Paid
- 350.00
- 18/10/2026 · Bank transfer
- 150.00
- 22/10/2026 · Bank transfer
- 200.00
- Balance (Amount due)
- 90.00
Notes
Payments against INV-301, related to EST-301. This acknowledges a partial payment, not payment in full.
- Download and retain each stage before replacing the draft.
- Changing Invoice to Receipt keeps line items; verify the reference, issue date and payment rows yourself.
- Keep a separate record of outstanding invoices. QuickInvoice holds one draft, not an accounts-receivable ledger or a payment-processing service.
Sources: business.gov.au: invoice types and practical invoice fields
Check the official guidance
These examples explain how the tool works and are general information. Check the requirements for your circumstances.