Quotation Generator

A quotation is a commercial offer, so write it like one

A quotation states what you will supply, at what price, on what terms, and for how long that price holds. Once your customer accepts it, it usually becomes the basis of the contract between you — which is why a vague quotation is the origin of most scope disputes in small business.

The difference from an invoice matters: a quotation is issued before the work, creates no tax liability by itself, and is not a demand for payment. You invoice after delivery, referencing the accepted quotation. Keeping the two documents distinct — different number series, different wording — avoids awkward arguments about whether a price was a firm commitment or an estimate.

What to include

• A quotation number and date, in a series separate from your invoices, such as QUO-2026-031.
• Your business details and the customer's, so the offer is clearly addressed.
• A validity date. Without one, you can be held to a price months later, after your own costs have risen.
• Itemised scope: quantities, specifications, and what each line actually covers.
• Price per line and the total, stating whether sales tax is included or extra.
• Exclusions — what is deliberately not in the price. This single section prevents most disputes.
• Delivery or completion timeline, and what it depends on from the customer.
• Payment terms: advance percentage, milestones, and the balance on delivery.
• Warranty or support terms, and how variations to scope will be priced.

Pricing and tax presentation

Decide and state clearly whether your figures are inclusive or exclusive of sales tax. "Plus applicable taxes" is acceptable, but a customer comparing two quotations will read the smaller number first, so if a competitor quotes tax-inclusive and you quote tax-exclusive, you may look more expensive than you are. Show the tax as a separate line and give a gross total.

Also anticipate withholding. If your customer is a company or government body, they will deduct income tax at source on payment. State your price as the gross contract value so there is no later argument that you expected to receive the full figure in cash.

If you import materials or your costs are dollar-linked, say so and tie validity to a shorter window, or add a clause allowing revision if the exchange rate or a duty changes beyond a stated tolerance. That is far easier to agree up front than to negotiate after acceptance.

Quotation, proforma invoice, or purchase order?

These are frequently confused. A quotation is your offer to the customer. A proforma invoice is a document you issue, often at the customer's request, so they can arrange payment or open a letter of credit before supply — it looks like an invoice but is not a tax invoice and does not record a completed supply. A purchase order comes from the customer and is their formal acceptance and instruction to supply.

The clean sequence is: quotation → purchase order → delivery → tax invoice → payment. Reference the previous document in each step. When an audit or a dispute arrives, that chain is what establishes what was agreed.

Improving your acceptance rate

• Send it fast. The quotation that arrives the same day is frequently the one that wins.
• Offer options — a basic and an enhanced scope — rather than a single take-it-or-leave-it price.
• Justify the price briefly: materials specification, team, timeline. Bare numbers invite bargaining.
• Put the validity date in bold. A deadline that is real creates a reason to decide.
• Include your NTN and a professional logo; it signals a documented business, which matters to corporate buyers who need to book the expense.
• Follow up once, in writing, before the validity expires.

Using this generator

Enter your details and the customer's, add a line per item with quantity and rate, set the tax rate that applies to your supply, and set the "valid until" date. Add your logo for a branded document, then use "Print / Download PDF" to produce a clean file with site navigation removed. The work happens in your browser — nothing is uploaded to us — so save the PDF before closing the tab.

Frequently asked questions