It appears that the company you're working with has a specific order of operations they follow for processing payments. Here's what they're asking:
Instead of sending an invoice, they first want a quote. A quote is a document that provides a detailed breakdown of the products/services you will provide, along with their associated costs. This document is not a demand for payment, but more like a proposal for what the company can expect to pay.
Once they receive the quote, they will issue a Purchase Order (PO) number. A purchase order is an official document issued by a buyer (in this case, the company) to a seller (you), indicating types, quantities, and agreed prices for products or services. The use of a PO allows companies to track their purchasing and to control their spending.
After you receive the PO number, you'll need to include it in your invoice. The invoice is the document you'll use to bill the company. It should include all the details of the quote, but now with the added PO number.
While you are preparing the quote, they'll be adding your details to their accounting system. This might involve setting up your bank account details or contact information for payment.
Here's what you can do:
Revise your invoice into a quote. Make sure to include all the necessary details of the products/services you'll be providing, along with their costs.
Send the quote to the company. Make sure to clarify any doubts or answer any queries they might have.
Wait for them to send you a PO number.
Once you receive the PO number, create a new invoice that includes the PO number.
Send this final invoice to the company for payment.
Sure, here's an example of how you might format a quote:
[Your Name/Company Name] [Your Address] [City, State, ZIP] [Your Email] [Your Phone Number]
Quote Number: [Quote Number] Date: [Today's Date]
To: [Client's Name/Company Name] [Client's Address] [City, State, ZIP]
Dear [Client's Name],
We appreciate the opportunity to provide you with this quote for our services. The following is an estimate of the costs involved based on our discussions:
| Item | Description | Quantity | Cost |
| Example Item 1| Brief description of the service | X | $Y | | Example Item 2| Brief description of the service | X | $Y |
Subtotal: $[subtotal] Tax (if any): $[tax] Total: $[total]
Please note, this is a quote and not an invoice.
This quote is valid until [Expiration Date - typically 30 days from quote date]
Please do not hesitate to contact us if you have any questions or if there is anything that needs clarification.
We look forward to the opportunity to work with you.
[Your Name] [Your Title/Position]
Please replace the placeholders with the appropriate details. This is a basic format and it may be necessary to adapt it according to your specific needs or business practices.