How to use it
- 1Enter your business details once. They are saved on your device and reused in every format on this site.
- 2Add the customer's name and address, then each item with its quantity, rate and GST %.
- 3Set the Valid until date and write your terms: delivery time, payment terms, and what the price does not include.
- 4Check the preview, press Download PDF / Print, and send the PDF by WhatsApp or email.
- 5Want to keep editing it yourself? Press Excel (.xlsx) for a sheet with working formulas, or Word (.docx). Both are made on your device, like the PDF.
Quotation – a filled-in sample
Made with the tool above from made-up details: every name and number in it is invented. Press “See a filled-in example” in the tool to open it there and download it.
What a good quotation contains
- Your business name, address, phone and GSTIN
- A quotation number and date, so both sides can refer to it later
- The customer’s name and address
- Each item described clearly, with quantity, unit and rate, and the HSN or SAC code if you know it
- Any discount, the GST, the total, and the total in words
- The date until which the prices hold
- Delivery time and place, and who pays the freight
- Payment terms: advance, balance, credit days
- What the price does not include, such as installation, transport or loading
- Your signature
Terms that prevent arguments later
Copy the lines that fit your business into the Terms and conditions box:
- Prices are valid until the date shown above.
- Delivery within 10 working days of the confirmed order and advance.
- 50% advance with the order, balance before dispatch.
- Freight, loading and unloading extra, at actuals.
- GST extra as applicable on the date of billing.
- Warranty as per the manufacturer’s terms.
- Subject to Jaipur jurisdiction. (Use your own city.)
Your terms are remembered for the next quotation, separately from the terms on your invoices.
Quotation, estimate or proforma invoice?
| Document | When you send it | Is the price firm? |
|---|---|---|
| Estimate | Early, when the work is not fully defined | No, it may change |
| Quotation | When the customer asks for your price | Yes, until the validity date |
| Proforma invoice | After the customer agrees, to collect an advance | Yes, it mirrors the final bill |
| Tax invoice | When you supply the goods or service | It is the bill |
After the customer says yes
Get the acceptance in writing: a signed copy, an email, a WhatsApp message or a purchase order. If you need an advance, send a proforma invoice. When you supply, issue the tax invoice.
Questions people ask
Is a quotation legally binding?
A quotation is an offer. In general, if the customer accepts it within the validity period, by signing it, confirming in writing or sending a purchase order, it becomes part of your agreement and you are expected to supply at the quoted price and terms. That is why the validity date and the list of what is not included matter.
Can I download this quotation format in Excel?
Yes. Press Excel (.xlsx) above the preview. You get a real spreadsheet with your details filled in and working formulas: the line amounts, GST, round-off, grand total and the amount in words recalculate when you change a figure. There are no macros, so there is no security warning to click through. It is a standard .xlsx file, the format used by Excel, Google Sheets, WPS Office and LibreOffice. Press it with an empty form to get a blank quotation template in Excel.
Can I download this quotation format in Word?
Yes. Press Word (.docx) above the preview. The file is laid out like the PDF, and every word and figure in it can be edited. It is a standard .docx file, the format used by Microsoft Word, Google Docs, WPS Office and LibreOffice. Press it with an empty form and you get a blank quotation format in Word, with every heading in place and room to type. Totals in the Word file are plain text, so use the Excel file if you want them to recalculate.
Should I show GST on a quotation?
If you are registered under GST, yes. Show the tax separately so the customer sees the final amount they will pay. No GST is payable to the government on a quotation. Tax becomes due only when the sale actually happens and you issue the invoice.
What is the difference between a quotation, an estimate and a proforma invoice?
An estimate is an approximate cost that may change. A quotation is a firm price that holds until the validity date. A proforma invoice is sent after the customer agrees, usually to collect an advance, and looks like the final bill.
How long should a quotation stay valid?
Most businesses use 7 to 30 days. Keep it short when your own costs move quickly, for example metals, fuel-linked transport or imported goods.
Can I make a quotation without GST?
Yes. Choose 'Without GST' under Type. The tax columns disappear and only the amounts are shown.
The customer has accepted. How do I make the bill?
Your business details are shared between all formats on this site. Open the GST Invoice format and only the customer and the items need to be entered.
Can I print the quotation in Hindi?
Yes. Switch Document language to हिंदी above the preview. Headings and the amount in words change to Hindi, and whatever you typed stays as typed.
Last reviewed: 19 September 2026