The Estimate Invoice is a crucial business document used in the Philippine market when businesses need to provide detailed pricing information to potential clients while maintaining compliance with local tax regulations. This document type is particularly important as it serves dual purposes: providing a professional estimate of costs while incorporating elements required for proper invoice documentation under Philippine law. An Estimate Invoice should be used when clients require formal pricing proposals that may later be converted into final invoices, especially for projects or services where exact costs might vary. The document must include all elements required by the Bureau of Internal Revenue (BIR), such as TIN numbers, VAT calculations, and official business information, while also clearly stating the estimated nature of the prices and any conditions that might affect final pricing. It's commonly used in industries where project scopes may evolve or where final costs might vary from initial estimates.
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1. Company Information Header: Business name, address, TIN, contact details, and other required business registration information
2. Client Information: Complete name and address of the client, contact details, and TIN if applicable
3. Estimate Invoice Details: Document number, date, validity period of the estimate, and payment terms
4. Item Description: Detailed listing of products/services with clear descriptions
5. Quantity and Unit Price: Clear breakdown of quantities and unit prices for each item
6. Estimated Subtotal: Sum of all items before tax and additional charges
7. Tax Calculations: VAT or percentage tax calculations as applicable
8. Total Estimated Amount: Final estimated amount including all taxes and charges
9. Estimate Terms and Conditions: Standard terms including estimate validity, payment conditions, and disclaimer about final pricing
10. Authorization Section: Signature lines for both the company representative and client acknowledgment
1. Discount Section: Include when offering any special discounts or promotions
2. Additional Charges: Section for delivery fees, processing fees, or other additional charges when applicable
3. Project Timeline: Include for service-based estimates where delivery timeline is relevant
4. Payment Schedule: Add when offering installment payments or when project involves multiple payment phases
5. Cancellation Policy: Include when there are specific terms regarding estimate cancellation or modification
6. Warranty Information: Add for product-based estimates that come with warranty terms
1. Detailed Specifications: Detailed technical specifications or service scope when the main invoice cannot accommodate all details
2. Price Breakdown: Detailed cost breakdown for complex projects or multiple service components
3. Terms and Conditions: Complete terms and conditions when they are too extensive for the main document
4. Supporting Documentation: Any reference materials, drawings, or additional specifications relevant to the estimate
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