Free Quotation Maker

What is a quotation?

A quotation (also called a quote, estimate or price quotation) is a document a seller sends to a prospective customer before a sale happens. It lists the goods or services on offer, the price of each item, applicable GST, the total amount, and the conditions under which the offer stands — such as how long the prices are valid, how delivery works and how payment should be made.

In practice, a quotation is often the very first formal document exchanged between a business and a customer. A clear, professional-looking quotation does two jobs at once: it tells the customer exactly what they will pay, and it signals that your business is organised and trustworthy. Many small businesses in India still send prices as a loose WhatsApp message or a scribbled note — a proper quotation with your logo, itemised prices and bank details immediately sets you apart.

What a good quotation must include

The classic Indian quotation format — the same one this tool produces — contains the following elements:

1. Quotation number and date. A running serial number (QTN-001, QTN-002…) makes it easy to refer back to a quote when the customer calls, and the date anchors the validity period.
2. Your business details. Name, address, phone, email and — if you are registered — your GSTIN. Adding your logo turns the quotation into a mini letterhead.
3. "Billed to" section. The customer's name and address, so there is no confusion about who the offer is for.
4. Itemised table. Each product or service on its own row with description, unit cost, quantity, GST and line amount. Itemising builds trust — the customer can see exactly what they are paying for and negotiate individual lines instead of rejecting the whole quote.
5. Subtotal, discount and grand total. If you are offering a discount, show it as a separate line rather than silently reducing prices — customers respond better when the concession is visible.
6. Bank details. Bank name, branch, account name, account number and IFSC. This removes one whole round of back-and-forth when the customer decides to pay an advance.
7. Terms and conditions. Jurisdiction, delivery terms (for example "delivery ex-premises"), return policy and any warranty limits. These few lines prevent most disputes later.
8. Authorised signatory. A signature space at the bottom right, exactly where customers expect to see it.

How to use this quotation maker

1. Fill in your business details and upload your logo. The logo stays on your device — it is read directly by your browser and never uploaded anywhere.
2. Add the customer's name and address under "Billed to".
3. Set the quotation number, date and a "valid until" date. Two to four weeks of validity is typical, since material prices change.
4. Add your items one row at a time — description, unit cost, quantity and the GST rate for that item. The GST amount and line total are calculated automatically, and the subtotal, discount and grand total update live.
5. Enter your bank details and edit the terms and conditions to suit your business.
6. Click Print / Save as PDF and choose "Save as PDF" in the print dialog. You get a clean A4 quotation ready to email or WhatsApp to your customer.

Quotation vs invoice vs proforma invoice

These three documents look similar but do very different jobs. A quotation is an offer made before the customer says yes — nothing is owed and no tax liability exists. A proforma invoice comes after the customer shows serious intent but before the supply: it looks like an invoice and states the expected amount, but it is still not a demand for payment or a GST document. A tax invoice is issued at the time of supply, carries a consecutive invoice number, and creates the actual GST liability — it is what appears in your GSTR-1 return.

The practical rule of thumb: quote while you negotiate, send a proforma when the deal is nearly closed (for example, when the customer needs a document to arrange funds), and raise the tax invoice only when you actually supply the goods or services. For the full comparison with a table of differences, read our guide: Quotation vs Invoice vs Proforma Invoice.

Should a quotation show GST?

Yes — if you are GST-registered, always show GST on your quotations, either as a per-item column (as this tool does) or as a single line before the total. Two reasons. First, transparency: a customer who agrees to ₹10,000 and is later billed ₹11,800 feels cheated, even though the extra is just tax. Second, comparison: businesses receiving multiple quotes need tax-inclusive totals to compare fairly. If you are unregistered (below the registration threshold), simply leave the GST rate at 0 for each item and the quotation prints without any tax column values.

Tips for quotations that win orders

Reply fast. Surveys of small-business buyers consistently show the first credible quotation has an outsized chance of winning, simply because it arrives while the customer's attention is on the purchase. With this tool a complete quotation takes under five minutes.

Describe items specifically. "Wood cutter machine 2600 W" beats "machine". Specific descriptions prevent the customer imagining a different product and disputing the delivery later.

Set a validity date. It protects you from price rises and gives the customer a gentle deadline to decide.

Keep a copy. Because this tool runs entirely in your browser and stores nothing, save the PDF for your own records too — your file name can mirror the quotation number (QTN-001.pdf) so quotes are easy to find later.

Follow up in writing. When the customer accepts, confirm the acceptance on email or WhatsApp referring to the quotation number, then issue your tax invoice at the time of supply.

Frequently asked questions