Explain the agreement in your quote
Describe products or services, quantities, unit prices and payment terms so customers can confirm the scope and cost.
Invoicing and quoting software for small businesses
Once you've agreed on a price, you still need to invoice, collect payment and record expenses. Save customer details and regular products or services in Pocket Invoice to make the next document easier to prepare. Record each payment separately, then reconcile at month-end to see which invoices are paid and which still have a balance.
Prepare documents as the work progresses
Check the invoice after delivery
Use saved customer and project details, then adjust line items and amounts to match what you actually delivered.
Record money when it arrives
Record partial payments and full settlement separately to see how much remains unpaid on each invoice.
Skip copying details again when a customer returns
Your account stores contact details, regular services and previous documents. For the next job, select the saved information and check the work, prices and dates for this transaction. You can also view and organize invoices prepared on your phone when you're back at your computer.
Make clear what this invoice charges for
Your customer's name, billing address, invoice number and date, products or services, quantities, amounts, taxes, total and payment deadline must correspond to this transaction. Add your company name, contact details and logo so the person responsible for payment can see who issued the document when the customer forwards it.
Actual delivery may differ from the quote, so check again before invoicing. Record advance payments and installments separately; the invoice total cannot replace records of payments actually received.
Create an invoice →
Handle requirements, costs and repeat business separately
The customer changes the request after your quote
If quantities, scope or prices change, update the quote and ask the customer to confirm. Then prepare the invoice based on actual delivery.
Income also comes with expenses
Add up purchasing, travel and outsourcing costs so you do not judge earnings by the invoice amount alone.
A familiar customer comes back
Use saved contact details and regular items for returning customers, then confirm the work and prices for this job to avoid entering the same details again.
Calculate revenue, profit and owner income separately
Small businesses come in many forms across industries. No single average wage represents every owner. Sales revenue comes from selling products or services. Operating profit is revenue minus purchases, wages, rent and other operating expenses.
Don't assume you've been paid just because you've issued an invoice. Review customer payments, outstanding supplier invoices, future business expenses and taxes before deciding how much personal income to draw.
Use the profit margin calculator to compare revenue with costs. Manage cash use based on actual cash received. In the United States, self-employment net profit is business income minus business expenses. Elsewhere, follow local tax requirements.
Reference: IRS Self-Employed Individuals Tax Center.
Built for the way you work.
On a job site, in a studio or between service calls. Make every business document as professional as your work.
Tools for invoicing and pricing
Invoice tool
Invoice the goods or services actually delivered in this transaction.
Create an invoice →Estimate tool
Let the customer confirm the work and price first.
Create an estimate →Profit margin calculator
Subtract costs from revenue to calculate profit.
Calculate profit →Receipt tool
Issue a receipt after you receive payment.
Create a receipt →Small-business invoicing FAQs
Do I need one PDF or ongoing account management?
If you only need to fill in and download a PDF, use the free invoice tool. If you frequently invoice the same customer or want to keep products, service items, expenses and payment records, use Pocket Invoice. In the Web app, you can turn a confirmed estimate into an invoice. You still need to record money received and business spending clearly to reconcile income and expenses.
How do I record a customer's partial payment?
The invoice should reflect the actual transaction. Record the amount received directly against the invoice; amounts not yet received remain as the balance. Follow your region's tax requirements.
Does a revised quote need confirmation again?
If the scope, quantities or prices change, revise the quote first and ask the customer to confirm. Then invoice based on actual delivery.
Can I invoice without a company logo?
Yes. Enter your full business name and contact details first. Add your own logo to the documents when you have one.
Do I need to start over when invoicing the same customer every month?
Use saved customer details and regular items again. You still need to confirm the actual services, amounts and dates each time.