Free Quotation Maker

What a good quotation includes

A customer compares quotations side by side, so clarity wins orders. Give each line a description a buyer can check, a quantity and unit, a rate and the GST that applies. Show discounts as a separate figure. Put the total with tax in large type, and spell it out in words to avoid disputes over a missing zero.

Terms matter as much as the price. State the advance you need, the delivery or completion time after the order, who pays freight and installation, and how long any warranty runs. A short, specific list prevents most arguments later.

Setting the validity period

Every quotation should carry a date after which the price can change. Material costs, fuel and exchange rates move, and an open-ended quote can force you to supply at a loss months later. Seven to fifteen days suits fast-moving goods; projects with fixed labour costs often allow thirty.

If the customer accepts after the date, send a revised quotation rather than honouring the old figure by default. Keeping the old number with a suffix, such as QUO-014-R1, shows the history of the deal.

GST on a quotation

A quotation creates no tax liability, but showing the GST helps the buyer budget. The rates offered follow GST 2.0 (5%, 18% and 40%, plus 3% and 0.25% for precious goods), and you can mix rates across lines. Pick both states so the tax appears as CGST and SGST or as IGST, exactly as it will on the final invoice.

From quotation to order

Once a customer accepts, the next document might be their purchase order, your proforma for an advance, or your tax invoice at delivery. Retyping the same lines at each step invites errors. A CRM or ERP with quotations stores each quote, tracks follow-ups and converts an accepted quote into an order and invoice. Our CRM and ERP development services build that pipeline.