Invoice vs receipt: request or record a payment?
An invoice sets out charges and the amount requested. A receipt records a payment that has actually been received. An invoice can also show an amount already paid and a balance due. Calling a document a receipt does not verify a bank transfer, card payment or cash transaction; check your own records before entering it.
Compare the document types
| Document | Typical purpose | Review before exporting |
|---|---|---|
| Invoice | Request payment | Charges, due date and balance |
| Receipt | Record a payment received | Actual amount and payment details |
| Quotation | Present proposed prices and terms | Scope and validity date |
| Estimate | Describe an expected cost | Assumptions and estimated work |
| Proforma invoice | Present proposed transaction details | Items, prices and document title |
| Credit note | Document an adjustment | Original invoice reference and credit reason |
These are general purposes. The required content and legal treatment can depend on your transaction and location.
Quotation vs estimate
A quotation presents proposed work and prices for the customer to review. An estimate describes an expected cost, which may depend on stated assumptions. Choose the appropriate label and make the scope clear. LyfPDF's quotation generator provides a Quotation preset; Estimate is a separate document-type setting. The tool does not provide an acceptance workflow or decide whether terms form a binding agreement.
Proforma invoice vs invoice
A proforma invoice template helps set out proposed quantities, prices and terms before a final invoice. It is not evidence that payment was received. Review the document title carefully and use the right type for the stage of your transaction. Do not assume that a proforma automatically meets final tax-invoice requirements.
What is a credit note?
A credit note documents an adjustment associated with an earlier invoice. Identify the customer, original invoice and reason for the credit, then review the amount. Use the credit note template to format the document. Creating it does not issue a refund or update an accounting ledger.
Example: one project, different documents
For a fictional design project, you might first send a quotation describing the proposed work. When payment is due under the agreement, prepare an invoice. After receiving a payment, record the actual amount and provide a receipt if needed. If a later correction requires a credit, reference the original invoice in a credit note. Review each document independently rather than changing only its heading.
Select the correct type in LyfPDF
Open the document settings and check the selected type, title, dates, item descriptions and payment details. Quotation, Receipt, Proforma Invoice and Credit Note gallery presets also set a document type. Ordinary style changes retain the current type, so review it before export. Use the receipt generator for received payments and the main tool for invoices.
Frequently asked questions
Is a paid invoice the same as a receipt?
An invoice may show that its balance has been paid. A receipt is a document specifically recording a payment received. Use the type and information that fit your records and the recipient's needs.
Does selecting Credit Note send a refund?
No. It creates a document. Refunds and any corresponding account entries are handled separately through your payment or accounting system.
Put this guide into practice
Read the template details or compare all 19 gallery options.
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Updated 27 September 2026 · LyfPDF · Invoice help v87