How to label a price that was only an estimate

Separate an estimate from an authorized amount

“Removal van: estimate $180 for four hours, quoted Monday; extra time not included” is more useful than “Van costs $180.” When the invoice arrives, record the actual amount separately. Keeping the original estimate helps explain why the plan changed. An estimate describes an expected cost under certain conditions. Your household’s spending limit and any amount you have expressly agreed to are separate figures. Write all three where they differ.

Record exclusions before comparing offers

With the four-hour van estimate, ask what happens after the fourth hour and whether pickup, mileage or tax is included. Two totals are not comparable if one includes a driver and the other does not. Mark unanswered items as unknown. A cheap-looking estimate plus unknown extras is not a settled price.

When the invoice arrives

Compare the actual service and conditions with the estimate. Record the invoice amount, any difference and the reason supplied by the issuer. If the difference is unexplained, assign someone to ask before treating the balance as settled. Keep the estimate with its original date rather than rewriting it to match the invoice.