Quotation Generator
Create a clean, professional quotation for a client in a couple of minutes — fill in the details, add your line items, and print or save it as a PDF.
Your Business Details
Client Details
Line Items
| Description | Qty | Unit Price | Line Total |
|---|
QUOTATION
| # | Description | Qty | Unit Price | Amount |
|---|
What Is a Quotation, and Why It's Not the Same as an Invoice
A quotation is the price you offer a prospective client before any work starts and before any money changes hands. It's a proposal, not a demand for payment — the client is free to accept it, negotiate it, or walk away. That's exactly why a quotation carries a validity period (commonly 7–30 days): raw material costs, currency rates, and your own workload can shift, so you're only committing to a price for a defined window, not forever.
This sounds obvious once it's spelled out, but in practice a lot of small businesses blur the line between a quotation, a proforma invoice, and a tax invoice — and that mix-up creates real problems. A client who receives a "quotation" that looks exactly like a GST invoice may assume they can claim input tax credit against it, or a bookkeeper may accidentally record it as revenue before the sale has even happened. None of that is meant maliciously; it just comes from using one document format for three different jobs.
Quotation vs Proforma Invoice vs Tax Invoice — The Real Difference
Here's the sequence most transactions actually follow, and where each document sits in it:
- Quotation — sent while the client is still deciding. Informal price offer, has a validity date, does not need to show a GSTIN, and creates no tax liability.
- Proforma Invoice — sent once the client has shown real intent to buy. Looks like an invoice, often used to request an advance payment or to satisfy a bank/import requirement, but it's still not a tax document and can't be used to claim input tax credit.
- Tax Invoice — issued only after goods are delivered or the service is performed. This is the document that triggers GST liability and the only one a GST-registered buyer can use to claim ITC.
A quotation generator like this one is built specifically for that first stage — a clean, client-facing price offer that's easy to send and easy to say yes to, without pretending to be a tax invoice it isn't.
Worked Example
Say you run a small design studio and a retail client asks for a quote to redesign their packaging: logo refresh, three product mockups, and print-ready files. You'd typically break it into line items rather than one lump sum, because clients trust an itemised quote far more than a single number:
- Logo refresh — 1 × ₹15,000 = ₹15,000
- Product mockups (3 SKUs) — 3 × ₹6,000 = ₹18,000
- Print-ready file preparation — 1 × ₹4,500 = ₹4,500
Subtotal comes to ₹37,500. If you offer a 5% early-decision discount, that knocks off ₹1,875, leaving a taxable amount of ₹35,625. Add 18% GST (₹6,412.50) and the client-facing total is ₹42,037.50. Set the quote valid for 15 days, and if the client hasn't confirmed by then, you're free to revise the number if your costs have moved. This tool does all of that math live as you type, and lays it out exactly this way — subtotal, discount, taxable amount, tax, grand total — so nothing is buried in a single opaque figure.
How to Use This Quotation Generator
- Fill in your business details on the left and the client's details on the right. Your GSTIN/Tax ID field is optional — leave it blank if you're not GST-registered or the deal doesn't need it.
- Set the quote date and a realistic "Valid Until" date — 15 days is a common default for services, 7 days for anything with volatile input costs (e.g. raw materials, import goods).
- Add each item as its own line — description, quantity, and unit price. The line total and grand total update automatically as you type.
- Add a discount percentage if relevant, and set the tax rate (18% GST is pre-filled as a starting point for India, but you can change it to your local VAT/sales tax rate).
- Edit the terms and notes box — the pre-filled text is a sensible starting point, not a legal requirement, so adjust it to match how you actually do business.
- Click "Print / Save as PDF." Your browser's print dialog will open — choose "Save as PDF" as the destination if you want a file to email, or print it directly.
What Should Go on a Good Quotation
Regardless of country or currency, a quotation that actually gets accepted tends to include the same core pieces: your business name and contact details, the client's name, a unique reference number (so both sides can refer to "quote QT-2026-014" instead of "that email from Tuesday"), itemised pricing rather than a single total, a clear validity period, and plain terms around payment and delivery. Skipping the itemisation is the single most common reason quotes get questioned or re-negotiated — clients want to see what they're paying for, not just what they owe.
Frequently Asked Questions
Generally, no — a quotation is an offer, and the client isn't obligated to accept it. It only becomes a firm commitment once the client accepts it in writing (or via a purchase order) and, in many jurisdictions, once work actually begins or a deposit is paid. That said, wording matters, so if you want a specific quote to be binding, say so explicitly in your terms.
You show the expected tax as part of the total so the client isn't surprised later, but the quotation itself doesn't create any GST liability — that only happens when you raise the actual tax invoice after delivery. Think of the tax line on a quote as "here's what you should budget for," not an actual tax charge.
It depends on how stable your costs are. Service-based quotes (design, consulting, freelance work) commonly use 15–30 days. If your pricing depends on materials that fluctuate — timber, metals, imported components — a shorter 5–7 day window protects you from having to honour a stale price.
Yes — once the client accepts, you'd typically re-use the same line items on your actual tax invoice, updating the document type, invoice number, and date, and making sure the tax invoice meets your local compliance rules (e.g. GSTIN, HSN/SAC codes, and sequential invoice numbering in India).
No. Everything you type stays in your browser for this session — the tool only formats it for printing or saving as a PDF through your browser's own print dialog. Nothing is uploaded or emailed automatically.
Conclusion
A good quotation does one job well: it gives a client a clear, itemised, time-bound price they can say yes to, without the compliance baggage of an invoice they haven't earned yet. Keep the line items honest, the validity date realistic, and the terms plain — the rest is just arithmetic, which is what this tool takes care of for you.