This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Keep the specification, the quote, the proof approval, the production quantity, and the invoice.
Do not start production on a quote that is still a draft.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Specification | Estimator | Product, size, quantity, material, and file name. |
| Quote | Estimator | Price, what is included, and how long the price lasts. |
| Proof | Customer | The version approved, and the date. |
| Invoice | Finance | The approved quantity and price, plus extras that were accepted. |
3. One complete cycle
- Write the specification on the quote.
- Send the quote and wait for acceptance.
- Produce from the approved proof only.
- Invoice the accepted quantity and any accepted extra.
Expected: The invoice matches the approved proof and quantity. Unapproved changes are not in the price.
4. Check before you add tools
If the file changes after approval, stop and get a new acceptance before you reprint.
5. Frequently asked questions
Can I print from the quote alone?
No. Wait for acceptance, and print the proof the customer approved.
Who pays for a reprint after a late file change?
Whoever the accepted quote says pays. Record the change before you do the work.
Do I bill a draft quote?
No. Bill the accepted version.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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