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Give the customer a price before they decide
A customer has asked how much a job or order will cost. Prepare a quotation they can review before agreeing, with a clear price and what it covers. For services, spell out what is included so you both agree on the work.
Quotation example for a website project
These sample amounts show how the total is calculated. Use the prices and tax that apply to your bill.
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.
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
- Enter your business, the client, and the project name. Add a quotation number, date, and Valid Until date.
- List the work or products with quantities and prices. Add any discount and tax.
- Write the payment terms and what is included or excluded. Check the scope, price, and dates before generating 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.
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.
Quotation generator FAQs
Can different items have different tax rates?
Yes. Change Tax Calculation to Per item, then enter the tax percentage for each item.
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.