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Quotation Format: Free Quotation Maker

Make a professional quotation with items, rates, discount, GST or tax, validity date, payment terms and bank details. Download PDF, Word or Excel.

Parties

Details

Items

#178,000.00
#270,800.00
#33,500.00

Charges

Subtotal
1,52,300.00
Discount
-5,000.00
Tax (18%)
26,514.00
Total INR
1,73,814.00

Notes and signature

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What is a quotation?

A quotation is the price offer a seller sends before the customer orders. It lists what you will supply, at what rate, with taxes and charges, how long the prices hold and on what terms you will deliver and be paid. Once the customer accepts, it becomes the basis of the order and the invoice.

How to write a quotation

  1. From and to: your business name, address and tax number (GSTIN in India), and the customer's name and contact person.
  2. Number and dates: a quotation number, the date and a "valid until" date so old prices are not held against you.
  3. Items: a clear description of each item or service, with quantity, unit and rate. Amounts are calculated for you.
  4. Charges: add a discount, GST or tax %, freight and any other charge, so the total is what the customer will pay.
  5. Terms: delivery time, payment terms, warranty and what is not included.
  6. Bank details and signature: where to pay any advance, and an authorised signature.

Download the result as a PDF or an editable Word file, or print it. Your draft stays in this browser only, so you can come back to it; nothing is uploaded to our servers.

Quotation format at a glance

SectionWhat to write
Header"Quotation", number, date, valid until
PartiesYour business and the customer
ItemsS. No., description, quantity, unit, rate, amount
TotalsSubtotal, discount, tax or GST, freight, total and total in words
TermsDelivery, payment, validity, warranty, exclusions
Sign offBank details and authorised signature

Quotation vs invoice

A quotation is an offer and does not ask for payment; a tax invoice is the bill issued when you supply. When the customer accepts, click "Create GST invoice" under the form to carry the customer and items across. Exporters quoting overseas buyers should use a proforma invoice, which adds the Incoterm, HS codes and bank details foreign buyers expect.

Features

  • Serial numbered item lines with rate and amount
  • Discount, GST or tax %, freight and other charges
  • Validity date, delivery and payment terms
  • Total in words, in lakh and crore for INR
  • Turns into a GST invoice in one click
  • PDF, Word, Excel and print

Frequently asked questions

What is the format of a quotation?

Your business details and the customer's, a quotation number and date with a validity date, an item table with quantity, rate and amount, the totals with tax, the terms, and a signature.

Should GST be shown on a quotation?

It is good practice to show the GST rate and amount so the customer sees the full price. A quotation is not a tax invoice, so no GST is charged until you issue the invoice.

How long is a quotation valid?

As long as you state. Write a 'valid until' date, often 7 to 30 days, because material prices and freight change.

Can I make a quotation in Word or Excel?

Yes. Download the quotation as an editable Word file or an Excel sheet, or as a PDF to send.

What is the difference between a quotation and an estimate?

A quotation is a fixed price offer for the stated items. An estimate is an approximate cost that can change once the work is better known.

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