Invoice, bill, receipt, quotation, proforma, challan or voucher? A simple timeline of a sale and a side by side table so you always issue the right document.
The sale timeline
- Quotation or estimate The seller offers a price.
- Purchase order The buyer confirms.
- Proforma invoice Optional: terms and advance before supply.
- Delivery challan When goods move without an invoice.
- Tax invoice or bill The seller demands payment and records the sale.
- Receipt The seller confirms payment.
- Credit or debit note Corrections after the invoice.
Side by side
| Document | Who issues | Purpose | Tax record? |
|---|---|---|---|
| Quotation | Seller | Offer | No |
| Purchase order | Buyer | Order | No |
| Proforma invoice | Seller | Confirm terms, advance | No |
| Delivery challan | Sender of goods | Movement of goods | Supporting document |
| Tax invoice | GST registered seller | Bill with GST | Yes |
| Bill of supply | Seller of exempt goods or composition dealer | Bill without GST | Yes |
| Bill or cash memo | Seller | Bill, often paid on the spot | Depends |
| Receipt | Receiver of money | Proof of payment | Supporting document |
| Voucher | Your accounts team | Internal record of a payment or receipt | Supporting document |
Examples
| Situation | Document |
|---|---|
| Customer asks for prices | Quotation |
| Customer pays 50% advance before you make the goods | Proforma invoice, then a receipt (receipt voucher under GST) |
| You ship goods to a job worker | Delivery challan |
| You deliver and bill a GST registered buyer | Tax invoice |
| Walk-in customer pays cash at the counter | Cash memo or bill |
| Customer pays an old invoice by UPI | Payment receipt |
| Buyer returns damaged goods | Credit note |
Make any of theseThe generator covers invoices, bills, proforma, credit and debit notes.
Use this templateFrequently asked questions
Is a bill the same as an invoice?
In everyday use, yes. Under GST the formal names are tax invoice and bill of supply.
Can an invoice also be a receipt?
If paid on the spot, a cash memo or an invoice marked “Paid” serves both purposes. For credit sales, issue a separate receipt when paid.
Checked and updated 14 Oct 2026. Independent template site; not tax or legal advice.