Quotations

What makes a quotation work

Customers compare quotations side by side, often on a phone screen. The ones that win are clear, quick and look trustworthy. A good quotation has:

• your business name, GSTIN, address and contact on a proper letterhead;
• a quotation number and date, and how long the price holds;
• item descriptions the customer understands, with quantity, rate and GST shown clearly;
• the total, payment terms and delivery terms;
• bank and UPI details so an advance can be paid without a phone call;
• a signature.

Our guide on quotation format and best practices goes into each point, and estimate vs quotation explains the difference between the two.

How quotations work in Cashflow OS

The documents module, switched on per company, makes quotations from the same items and parties as your Tally books. You set your branding once: logo, colours, letterhead, signature, and bank and UPI details. Each quotation then picks those up automatically. Share it as a PDF on WhatsApp or by email from the phone or the web app.

When the customer says yes, convert the quotation into a sales order or a Tally sales invoice. The lines carry over, so nothing is typed twice. The conversion into Tally goes through the connector, once the owner has switched writing into Tally on, and Tally validates the entry.

A worked example

An electronics dealer gets an enquiry from an office for two 43-inch LED TVs and one 1.5-ton split AC. The salesperson makes a quotation on his phone while still on the call:

The PDF reaches the office manager on WhatsApp in a few minutes, with the dealer's letterhead, terms and UPI details. Two days later the office approves. The dealer converts the quotation into a Tally sales invoice, and the invoice carries the same lines. The GST rate here is only an example; check the current rate for each item on the GST portal. This is general information, not tax advice.

Turning more quotations into orders

Most businesses do not lose quotations on price alone; they lose them on speed and follow-up. A few habits make a measurable difference over a season:

• Send within the hour. A buyer who asks three suppliers often decides on the first complete, clear quotation he receives. Making it on the phone, during or right after the call, is the easiest advantage you will ever get.
• Quote what was asked, then offer one option. If the buyer asked for a 1.5-ton AC, quote that, and add one better-value alternative as a separate line or quotation, not five.
• Make paying easy. With UPI and bank details on the PDF, a small advance can be paid while the buyer is still keen.
• Keep the thread. Sharing on WhatsApp keeps the quotation in the same chat as the enquiry, so the buyer finds it when he is ready.

Who uses it

• Showrooms quoting for families, builders and architects.
• Dealers and distributors quoting contractors and institutions.
• Service businesses quoting for repairs and maintenance work.
• Manufacturers quoting dealers and project buyers.

Tips

• Use display names for items. A customer understands "Ivory matt tile 2x4 ft" better than a store-room code; Cashflow OS lets you keep display names without changing Tally.
• Put a validity date in the terms, especially in trades where prices move, such as steel or cables.
• Follow up on day two. A quotation without a follow-up is just a price list.
• Convert, do not retype. Converting keeps the order identical to what the customer approved.
• Use price lists if you quote dealers at different rates; rates fill automatically by dealer type.

What it does not do

• A quotation is not entered in Tally's books; only the converted sales order or invoice goes to Tally.
• Conversion into Tally needs writing switched on and the connector running.
• It does not collect payment; bank and UPI details are printed for the customer to pay you directly.