Quotation, estimate or invoice: what does the cost file actually show?

A quotation describes an offer

A quotation usually names the supplier, service scope, price, tax treatment and validity period. It can support a planned cost, but it does not show that the service was purchased or paid.

An estimate carries stated uncertainty

An estimate may use assumptions about document count, travel, time or exchange rates. Preserve those assumptions in the schedule. Converting an estimate into a bare number removes information a reviewer needs.

An invoice records an amount charged

An invoice is stronger evidence that a supplier billed for a defined service. It still may not show payment, and a pro forma invoice should remain labelled as such.

Match the claim to the evidence

Use “quoted,” “estimated,” “invoiced” and “paid” deliberately. A cost schedule is more credible when it distinguishes these statuses instead of treating every line as settled.

For audit purposes, readable dates, supplier identity, service scope, currency and tax treatment matter whichever document type is used.