Quotation maker

What a quotation is for

A quotation is your written offer: these items, at these rates, on these terms, until this date. It is not a tax document and no GST becomes payable when you send it. But it is often the paper the buyer uses to compare suppliers and get approval, so it should show the tax and the landed total clearly. Read quotation format and best practices for more.

How to make one here

1. Fill in your business details and, if you like, your logo.
2. Enter the customer's name, address, state and GSTIN if you have it, so the tax split is correct from the start.
3. Give the quotation a number (for example QT/26-27/014) and a valid till date.
4. Add the items with HSN, quantity, unit, rate, discount % and GST %.
5. Write your terms: delivery period, freight, payment terms, warranty.
6. Print or save as PDF, or share the summary on WhatsApp.

A worked example

A hardware dealer quotes 10 boxes of fittings at ₹1,250 a box with 4% discount, 18% GST, to a contractor in the same state.

Showing the discount on the line, rather than a lump sum at the end, makes it obvious that tax is on the discounted value.

Terms worth writing down

• Validity: 7 to 15 days is common where prices move with raw material.
• Taxes: say "GST extra as applicable" or show it, as above; do not leave it vague.
• Freight and loading: included, or charged at actuals.
• Payment: advance, against delivery, or credit days.
• Delivery period from the date of order.

After the customer says yes

The usual path is quotation → (if they want to pay first) proforma invoice → order → delivery → tax invoice. Keep the quotation number on the later documents so anyone can trace them back. See converting a quotation to an invoice and the quotation format page.

In Cashflow OS, quotations carry your logo, letterhead and UPI details, go out as a PDF on WhatsApp, and can be converted into a sales order or a Tally sales invoice.