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Quotes and invoicing
Quote and invoice management runs from requesting prices from suppliers to issuing the customer invoice: preparing the quote, recording its approval, checking that what is invoiced matches what was done and approved, and resolving differences when they arise. In a technical service or a clinic it also includes third-party authorisations (insurers) and their reconciliation.
Why I consider it important
The invoice is the document customers read most closely and the one that generates most disputes. A clear quote, approved in writing and invoiced exactly as presented removes most complaints before they exist. On the purchasing side, comparing supplier quotes with consistent criteria is what allows decisions based on data rather than habit. And for the company, invoicing on time and without errors is what keeps cash flow steady.
How I apply it
I work with one rule: nothing is invoiced without an approved quote, and no quote is closed without confirming the customer understands what it includes. When a third party pays, the authorisation is obtained before the service, not after.
Concrete examples
INDIBA2023–present
preparing the repair quote from the technical diagnosis, sending it to the customer, recording approval and issuing the invoice from the ERP once the device leaves the workshop, with the shipping note linked.
Clínica Dermik2015–2021
quotes for aesthetic medicine and surgery, processing insurer authorisations, invoicing visits and surgical procedures in SALUS, and daily cash control.
Dicom Events2008–2014
requesting and comparing supplier quotes (build, audiovisuals, transport, travel) to assemble each project's overall budget and control deviations.
Tools I use for it
Related skills
Frequently asked questions
What should a quote include to avoid disputes?
Item by item, what will be done, what is excluded, the timeframe, how long the price is valid and how it is approved. It must then be invoiced with the same items in the same order.
What is an insurer authorisation?
An insurer's prior agreement to cover a medical procedure. Without it the clinic risks not being paid, which is why it is processed before the appointment.
What happens when the actual repair does not match the quote?
Work stops, the customer is informed of the difference and a new approval is recorded. Invoicing an unapproved difference is the main source of conflict in technical service.