Estimate vs. quote vs. proposal: which to send
Updated 2026-06-20
A client asks “can you send me a price?” — but an estimate, a quote and a proposal are three different documents, and picking the wrong one can leave you out of pocket or talked out of the job. Here’s how they differ and when to use each.
Estimate
An estimate is an approximate, non-binding figure — your best guess before the details are nailed down. Use it early, when scope is fuzzy and the client just wants a ballpark.
- Pros: quick, easy, keeps the conversation moving.
- Risk: clients often hear an estimate as a fixed price. Always label it clearly as an estimate and say what could move the number.
Quote
A quote is a firm, fixed price for a defined scope, usually valid for a set period. Once the client accepts it, that’s the price — so the scope behind it has to be tight.
- Use it when the work is well-defined and you’re ready to commit to a number — the quote generator turns your line items into a clean PDF.
- A good quote locks down scope, price and payment terms, which heads off scope creep and disputes. See how to write a quote.
Proposal
A proposal is the persuasive document that wins the work — it sells the approach, not just the price. It explains the problem, your solution, deliverables, timeline and cost, and is used for larger or competitive jobs.
- Use it when the client is choosing between options or needs convincing, not just a number.
- It usually contains a quote, wrapped in context. See how to write a project proposal.
Which should you send?
- Just exploring / rough budget → estimate.
- Scope is clear, ready to commit → quote.
- Bigger job, need to win it → proposal (with a quote inside).
Whichever you send, once it’s accepted, turn it into a contract before you start work. The AI quote & SOW generator turns a rough brief into a clear, itemised quote or scope of work, and there’s a quote template if you prefer to fill one in yourself.
Get from “yes” to “paid” faster
A signed quote or proposal is the start, not the finish. Duefy takes it from there — once you invoice against the agreed price, it chases payment automatically so the deal you closed actually turns into cash.