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Give the client a clear price before work begins
Before a client says yes, they need to know what is included, what it costs, and how long that price will hold. A short, specific quotation usually does that better than a page of sales language.
Name the job, break the offer into recognisable items, and write the terms that could affect the decision. The final quoted amount comes from those items, plus any discount and tax entered.
Start by naming the job
Use the Subject / Project field to say exactly what the quotation covers. “Office interior painting” or “Website redesign for ABC Traders” is clearer than simply writing “Services.”
If the client sent an enquiry or request for quotation, add its number or email subject in the Reference field. The opening line can then be short and natural, such as “Here is our quotation for the office painting work discussed on 24 July.”
Build the quotation around the offer
- Number and date it: Give the quotation its own number, choose the quotation date, and add a Valid Until date.
- Name both businesses: Fill in your business under From and the customer or company under To.
- Describe the request: Add the project subject, a reference when you have one, and a short opening line.
- List what you are offering: Enter every product, service, or stage of work with its quantity, rate, and description.
- Set the final price: Add a discount or tax when needed and check the subtotal and total in the preview.
- Explain the conditions: Choose the payment terms and write any delivery, timeline, revision, or other conditions the client should know.
- Download the quotation: Check the client name, scope, price, validity, and terms, then generate the PDF.
Write line items that explain the price
When you are quoting products
Use the product name, number of units, and price for one unit. Add a description when the size, model, material, or pack matters.
When you are quoting services
Break the work into parts the client can recognise. Quantity may mean hours, days, pages, visits, or one complete job. Use the description to say what is included in that price.
For example, list “Website design,” “Five inner pages,” and “Website setup” separately instead of hiding the whole project under one line called “Development.”
Use the Valid Until date to avoid an open-ended price
The quotation date shows when the offer was prepared. The Valid Until date tells the client the last date on which that price is available.
Choose a date that suits the offer. If material prices or availability may change, explain that briefly in the terms instead of leaving the quotation open without an end date.
Payment terms explain what happens after acceptance
Payment terms do not mean the client has already paid. They explain when payment would be expected if the quotation is accepted.
The form includes choices such as 100% Advance, 50% Advance, On Delivery, Net 7 Days, Net 15 Days, and Net 30 Days. Use Payment Instructions for any extra detail the client needs.
Quotation example for a website project
A web designer is quoting for a small business website:
- Homepage design: 1 × ₹15,000 = ₹15,000
- Inner page design: 5 × ₹3,000 = ₹15,000
- Website setup: 1 × ₹5,000 = ₹5,000
- Subtotal: ₹35,000
- Discount: ₹2,000
- Amount after discount: ₹33,000
- Tax at 18%: ₹5,940
- Quoted total: ₹38,940
The quotation could state “50% Advance” and include a Valid Until date. The description for each item should explain how many pages, revisions, or setup tasks are included.
A quotation is not the final invoice
The quotation gives the client a price before the order is confirmed. An invoice asks for payment after the sale or according to the agreed payment schedule.
When the client accepts the quotation, create the final document with the Invoice Generator. The details are not copied automatically, so check the accepted items, prices, and terms when preparing the invoice.
Read the quotation once as the client
- The subject clearly names the project, work, or products.
- Every item says what is included and how its price was calculated.
- The quotation number and client details are correct.
- The Valid Until date is easy to find.
- The discount and tax have been added only where needed.
- The payment terms match what was discussed.
- Delivery, revisions, exclusions, or other important conditions are written in the terms.
- The final quoted total is correct.
Quotation generator FAQs
Can I quote for both products and services?
Yes. Add each product or service as a separate item with its quantity, rate, and description.
What should I use as a quotation number?
Use a different number for every quotation. QT-2026-001 is one simple format, followed by QT-2026-002 for the next quotation.
Can I add a discount and tax?
Yes. Enter the discount amount and tax percentage when they apply. The preview subtracts the discount before working out tax on the total.
Can different items have different tax rates?
Yes. Change Tax Calculation to Per item, then enter the tax percentage for each item.
What does Valid Until mean?
It is the final date on which the quoted price is available to the client.
Can I add my logo and signature details?
Yes. Upload a logo in Branding and add the authorised person's name and title in Authorization.
Does this tool convert an accepted quotation into an invoice?
No. Create the invoice separately after acceptance and copy across the final agreed details.
Can I download the quotation as a PDF?
Yes. Review the preview, then generate and download the PDF.