Quotation template you can fill in online

Reviewed in November 2026

A quotation tells a customer what a job will cost before any work starts. It lists the items, the price of each one and how long the price holds. The generator above opens with a signage job for a shop in rupees. Change the lines and download it as PDF, Word or an image for WhatsApp.

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Quotation

Quotation no.

Issue date

Valid for (days)

Currency

From

Bill to

Address, phone, tax ID

Client address, tax ID

5,400.00

27,200.00

16,800.00

5,400.00

3,500.00

6,000.00

Tax name

Tax %

Split into CGST and SGST (India)

SubtotalINR 64,300.00

GST 18.00%INR 11,574.00

Total dueINR 75,874.00

Payment instructions

Notes and terms

Your file never leaves your device.

What it includes

Business name, address, GSTIN or tax ID and phone
Quotation number
Quotation date and valid until
Customer name, address and contact
Project or site
Lines: description with unit, quantity, rate, amount
Subtotal, tax and quoted total
Advance on acceptance
Scope, timeline and terms
Acceptance signature and date

Quotation: full text

QUOTATION

[Brightline Signs]
[Sector 18, Noida] · GSTIN [number] · [+91 98110 22345]

Quotation no.: [Q-2026-118]
Date: [6 November 2026]
Valid until: [6 December 2026]

Quoted to:
[Mr. Prakash Gupta, Crumbs and Co. Bakery]
[Shop 7, Atta Market, Noida] · [+91 number]
Project: [Shop front signage]

Description                                  Qty      Rate         Amount
[Flex banner with frame, per sq ft]          [120]    [45.00]      [5,400.00]
[Acrylic board with LED backlight, sq ft]    [32]     [850.00]     [27,200.00]
[3D steel letters, per letter]               [14]     [1,200.00]   [16,800.00]
[Vinyl window graphics, per sq ft]           [60]     [90.00]      [5,400.00]
[Design and two revisions]                   [1]      [3,500.00]   [3,500.00]
[Installation with scaffolding]              [1]      [6,000.00]   [6,000.00]
                                             Subtotal              [64,300.00]
                                             GST [18]%             [11,574.00]
                                             QUOTED TOTAL          [₹75,874.00]

Terms
Advance of [40]% on acceptance. Balance on installation.
Installation within [10] working days of the advance.
Electrical points and municipal permission are not included.
Prices hold until the valid until date.

Accepted by: ______________________   Date: ____________

What a quotation says that an invoice does not

A quotation is an offer. An invoice is a request for money already owed. The customer can accept, change or ignore a quotation.

Point	Quotation	Invoice
When it goes out	Before the work or the sale	After the work or the delivery
What it asks for	A yes from the customer	Payment by a due date
Validity	Holds for a set number of days	Stays owed until paid
Number series	Q-2026-001 and onwards	INV-2026-001 and onwards
Tax	Shown as an estimate	Charged on the final amount
Signature	Customer signs to accept	Usually not signed by the customer

Keep the two number series apart. An accepted quotation becomes the reference on the first invoice.

Quotation for a signage job worked out

Brightline Signs quotes a new bakery for its shop front. The owner wants a backlit board and window graphics.

Item	Unit	Qty	Rate (₹)	Amount (₹)
Flex banner with frame	sq ft	120	45.00	5,400.00
Acrylic board with LED backlight	sq ft	32	850.00	27,200.00
3D steel letters	letter	14	1,200.00	16,800.00
Vinyl window graphics	sq ft	60	90.00	5,400.00
Design and two revisions	lump sum	1	3,500.00	3,500.00
Installation with scaffolding	lump sum	1	6,000.00	6,000.00

The subtotal comes to ₹64,300.00. GST at an example rate of 18% adds ₹11,574.00. The quoted total is ₹75,874.00.

Each line carries a unit. The owner can cut the window graphics and see the new total at once.

Terms that protect the price

Validity. Write the exact last day the price holds, such as 30 days from the date.
Scope. Say what is included and what is extra, like electrical points or permits.
Advance. State the share due on acceptance, often 30% to 50%.
Timeline. Give working days from the advance, not a calendar promise.
Revisions. Fix how many design changes the price covers.
Price changes. Note that material rates can change after the validity date.

These terms answer the questions customers ask after they accept. Put them on the quotation and the talk stays short.

Estimate, quotation and proforma

People search for estimate bill format and quotation bill as if they were one document. They differ in how firm the price is.

Document	How firm the price is	Typical use
Estimate	An approximate figure that can move	Repairs before the job is opened up
Quotation	A fixed price for a fixed scope	Signage, printing, fit-outs, services
Proforma invoice	The final bill sent before delivery	Advance payment or import paperwork

Switch the generator title between Estimate and Quotation. The lines stay the same.

Quotation formats by kind of business

Business	Lines it quotes	Extra field
Service company	Visits, labour hours, annual maintenance	Service period
Trader or distributor	Products by unit and pack size	Delivery terms and freight
Contractor	Materials and labour by measured unit	Site address and drawings
Agency or freelancer	Deliverables and revision rounds	Rights and timelines
Manufacturer	Parts by drawing number	Tooling cost and lead time

A sales quotation leans on product codes and stock. A service quotation leans on hours and visits.

Follow up a quotation on WhatsApp

Most quotations die from silence rather than a no. A short message three days later brings many back.

«Hello Mr. Prakash, this is Arjun from Brightline Signs. Quotation Q-2026-118 for the shop front is attached. The price of ₹75,874 holds until 6 December. Reply YES and the design starts with a 40% advance.»

Send one more message two days before the validity date ends.

«Hi Mr. Prakash, quotation Q-2026-118 is valid until Friday. Shall the board be booked for installation next week?»

Common quotation mistakes

No validity date. The customer returns in three months and expects the old price.
Lump sums only. The customer cannot see what to cut and walks away.
Tax left out. The invoice later looks 18% higher than the quote.
Same number series as invoices. Accounts mix offers with real sales.
Advance not stated. Work starts and the first payment never arrives.
No acceptance line. Nobody can prove which version the customer agreed to.

From accepted quotation to paid invoice

Once the customer accepts, Makatea keeps the advance and the balance on one schedule. It sends a WhatsApp reminder before each payment is due.

When the customer pays, Makatea records the payment and the balance updates. The first 14 days are free and need no card.

Free on Makatea: proforma invoice template · free invoice generator

Frequently asked questions

Is this quotation template free?

Yes. Fill it in, download it in Word or PDF and reuse it. No account is needed.

How long should a quotation be valid?

Fifteen to thirty days is common. Use a shorter period when material prices move fast.

Is a quotation legally binding?

Once the customer accepts it in writing, it usually works as the agreed price and scope. Keep the signed copy or the WhatsApp reply.

Should GST go on a quotation?

Yes. Show the tax as an estimate so the final invoice matches what the customer expects.

What is the difference between an estimate and a quotation?

An estimate is approximate and can change. A quotation fixes the price for the scope written on it.

Can I turn a quotation into an invoice?

Yes. Keep the same lines and change the title to Invoice. Quote the quotation number as a reference.

Your recurring collections on autopilot

Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.

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