Contractors and services
Price a job before starting, so the customer approves it in writing.
Bill formats
Quotation format
A quotation tells a customer what you will supply, at what price, and for how long the price holds.
When to use it
- Before you start a job or deliver goods, so the customer can approve the price.
- When a customer compares suppliers and asks for a written rate.
- For tenders and purchase approvals inside companies.
What it must show
- Your business name, address, phone and GSTIN if registered
- Quotation number and date
- Valid until date
- Customer name and address
- Items with HSN or SAC, quantity and rate
- GST rate and amount for each item, or a note that GST is extra
- Total amount
- Payment and delivery terms
- Signature
Good to know
- A quotation is not a tax invoice; issue the invoice when you supply.
- Say whether rates include GST. Most disputes start there.
- Number quotations in their own series, separate from invoices.
Sample: Quotation format
Made with our invoice generator. The businesses here are examples.
Quotation
From
Kulkarni Interiors
Shop 4, Karve Road, Kothrud, Pune 411038
GSTIN: 27ABCDE1234F1Z0
State: Maharashtra (27)
Quotation for
Sharma Dental Care
Baner Road, Pune 411045
Place of supply: Maharashtra (27)
- Quotation no.
- 2026-27/014
- Date
- 12 Oct 2026
- Valid until
- 27 Oct 2026
| # | Description | HSN/SAC | Qty | Rate (₹) | Taxable value | GST % | CGST | SGST | Amount |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Reception counter, laminate finish | 9403 | 1 | ₹48,000.00 | ₹48,000.00 | 18% | ₹4,320.00 | ₹4,320.00 | ₹56,640.00 |
| 2 | Waiting area chairs | 9401 | 6 | ₹3,200.00 | ₹19,200.00 | 18% | ₹1,728.00 | ₹1,728.00 | ₹22,656.00 |
| 3 | Installation and fitting | 995468 | 1 | ₹6,500.00 | ₹6,500.00 | 18% | ₹585.00 | ₹585.00 | ₹7,670.00 |
Amount in words
Rupees Eighty-Six Thousand Nine Hundred Sixty-Six Only
- Taxable value
- ₹73,700.00
- CGST
- ₹6,633.00
- SGST
- ₹6,633.00
- Total
- ₹86,966.00
Notes and terms
50% advance with order, balance on installation. Delivery in 21 days.
For Kulkarni Interiors
Authorised signatory
Make one now
Open the generator with this format picked. Print it or save it as PDF.
Who uses it
Wholesalers and distributors
Send rates to shops and companies comparing suppliers.
Company purchases
Supply the written quote a buyer's finance team needs for approval.
Mistakes to avoid
Not stored
The free generator builds your document for one page and keeps no copy.
Say whether GST is included
Most price disputes start with this one line.
Always add a validity date
It protects you when material prices rise.
Check with your CA
GST rules change; confirm anything unusual before you rely on it.
Questions people ask
What is a quotation, and what should a quotation format include?
A quotation tells a customer what you'll supply, at what price and for how long that price holds. Include your name, address and GSTIN, a quotation number and date, a valid-until date, the customer's details, items with HSN or SAC, quantity and rate, GST or a note that GST is extra, the total, payment and delivery terms, and your signature.
- 15-30 days Usual validity. Shorter if prices move.
- No GST due On a quotation. Charged on the invoice.
- Own series Numbering. Separate from invoices.
- Free Generator. Print or save as PDF.
Is GST charged on a quotation?
No tax is due on a quotation, because nothing has been supplied yet. It shows the GST the customer will pay so they know the full price, and GST is then charged on the tax invoice when you supply. Write clearly whether your rates include GST or whether GST is added on top.
How long should a quotation be valid?
Commonly 15 to 30 days. Choose a shorter period if your material or stock prices move often, such as steel, electronics or fuel-linked items. Write the exact valid-until date rather than '30 days', so there's no argument later about when the clock started. You can always extend it in writing.
What is the difference between a quotation and an invoice?
A quotation is an offer made before the sale: it says what you'll charge if the customer agrees. An invoice is the bill issued when you actually supply the goods or services, and it's the document GST is charged on. A quotation isn't recorded in your GST returns.
What is the difference between a quotation and an estimate?
In everyday use they're close. A quotation usually gives a fixed price for a defined job or set of items, while an estimate is an approximate figure that may change once work starts. If the price might change, say so clearly and explain what could change it.
Should I number my quotations?
Yes, in their own series, separate from invoices, such as QT-2026-001. Numbers let you and the customer refer to the exact version they accepted. When you revise a quote, give it a new number or a revision mark, so old and new prices don't get mixed up.
Do I need to show HSN or SAC codes on a quotation?
It isn't required by law, but it's useful. HSN or SAC codes show the GST rate you'll apply, which helps a business customer budget correctly and avoids surprises on the invoice. Company buyers often ask for them before raising a purchase order. Use the same codes you'll put on the invoice.
What payment terms should a quotation include?
Say how and when you expect to be paid, such as 50% advance and 50% on delivery, or full payment within 15 days of the invoice. Add bank or UPI details if you want an advance. Clear terms in the quote become the basis of the agreement once the customer accepts.
Is a quotation legally binding?
Once the customer accepts it, by signing it, replying in writing or sending a purchase order, it's generally treated as an agreement on the items, price and terms. Keep the acceptance by email or WhatsApp. For large jobs, a separate contract gives more protection. Keep a copy of the accepted version.
How do I make a quotation with the free generator?
Open the free invoice generator, choose Quotation as the type, then fill in your details, the customer and the items. Add the valid-until date in the second date field. Print it or save it as a PDF from the print window, and send the PDF on WhatsApp or email.
Should I send quotations as PDF?
Yes. A PDF looks the same on every phone and computer and is harder to edit than a spreadsheet or Word file. Name the file with the quote number and customer, such as QT-014-Sharma-Traders.pdf, so both of you can find it quickly later. Keep a copy of every PDF you send.
What if the customer negotiates the price?
Issue a revised quotation with the agreed price and a new number or revision mark, and let the customer accept that version. Don't just change the amount on the invoice, because then the paperwork doesn't match what was agreed, which causes confusion at payment time.
Can I add a discount on a quotation?
Yes. Show the original rate, the discount and the final rate, or simply quote the discounted rate. GST is worked out on the price after any discount shown on the invoice. The discount calculator helps you check the final figure before you send the quote.
How do I follow up on a quotation?
A short, polite message two or three days after sending works well, especially on WhatsApp. Ask if they have questions and mention the valid-until date. Marketiism keeps every quotation with its status and turns an accepted one into an invoice without retyping. Don't chase more than twice.
Do unregistered businesses need GST details on a quotation?
No. If you're not registered under GST, leave out the GSTIN and tax lines and quote your plain price. You can't charge GST without registration. Say clearly that no GST applies, so a business customer doesn't expect a tax invoice. Add your GSTIN once you register, and charge GST from then on.
Is the quotation format free to use?
Yes. The sample format and the free invoice generator are free, with no sign-up, and the generator doesn't keep a copy of what you type. Marketiism, our paid software, keeps quotations, invoices and payment reminders together if you'd like that saved for you. Use the format as often as you need.
Want this inside your own account?
Marketiism keeps your invoice numbers, GST reports, UPI payment links and WhatsApp reminders in one place. Leave your details and we'll call to set it up for your business, or start the trial yourself.
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