Before the customer decides: send a quotation
A useful aircon quotation explains the proposed service, unit count, scope, exclusions, price and how to respond. If the customer only says “three aircons”, clarify the requested work and access details before preparing a final offer. A draft price is not a confirmed appointment.
Use the requirements checklist first, then follow the quotation template example. Check your business name and contact details, the customer reference, the document date and any validity or payment terms you actually offer.
When requesting payment: prepare an invoice from the agreed record
Carry the approved job details into the invoice rather than copying an old quotation unchanged. Confirm the amount with your records, including approved changes and payments already received. Keep an invoice reference so that a customer can identify the payment request.
The timing of an invoice or deposit request depends on your agreement with the customer. This guide describes a document workflow; it does not establish tax-document requirements. Use your applicable invoicing requirements and accounting records when issuing a final document. The invoice draft builder helps organise entered details for review.
Worked example: a S$200 job with a recorded S$50 payment
Fictional details: Example Aircon quotes S$200 for a defined job. The customer agrees to that scope and has already paid S$50. There are no further approved charges in this example.
- The quotation shows the proposed S$200 scope and agreed terms.
- Before requesting the remaining balance, check that the S$50 receipt belongs to this job.
- The amount still outstanding is S$200 − S$50 = S$150.
- Record the approved total, the payment received and the remaining amount clearly.
Do not request S$200 again after confirming that S$50 has been allocated to the job. If there is an approved additional charge, update the record and explain the change before requesting payment. The figures here illustrate the balance calculation, not a market service rate or tax treatment.
After the due date: verify the balance before a reminder
A reminder should identify the invoice and the current outstanding amount. Check for a recent payment, a dispute or an agreed extension before sending. Avoid adding charges that are not part of the confirmed record.
For several invoices, the invoice ageing example explains how to enter unpaid balances separately. Use the payment reminder builder to prepare a draft. It does not check your bank account or deliver a message automatically.
Keep the WhatsApp message short and attach the right document
Use a brief message to explain what you are sharing and the action you need. A quotation asks the customer to review a proposal; an invoice asks them to check the payment details. Match the filename and document reference to the message so an older attachment is not confused with the latest version.
Fictional invoice-message example: “Hi Alex, attached is invoice EX-014 for the agreed work. Our record shows S$50 received and S$150 remaining. Please check the attached details and let us know if your payment record differs. Thank you.” Replace every detail and verify the recipient before sharing.
A quick check before you send
- Is this a proposal, a payment request or a follow-up?
- Does the document reflect the latest agreed scope?
- Are payments allocated to the correct job?
- Do the total and remaining balance match your records?
- Is the filename clear, and is this the latest version?
- Have you checked the recipient and removed unrelated customer information?
Start with the quotation workspace for a new proposal or explore the free business tools directory. For PDF attachment steps, see sharing a quotation by PDF and WhatsApp.