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Quotation format

A quotation is the price you offer before a sale. GST law doesn’t prescribe a format for it, but a clear quote with the right details wins orders and turns into an invoice without retyping. Here is what to include, an example and a blank format.

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What to put on a quotation

  1. Your business name, address, phone and GSTIN.
  2. A quotation number and date, so both sides can refer to it later.
  3. The customer’s name and address, and their GSTIN if they are registered.
  4. Each item or service: description, HSN or SAC, quantity, unit and rate. Be specific (size, grade, brand) so the quote can’t be read two ways.
  5. The GST rate on each line and the GST amount, so the customer knows the full price. Say whether it will be CGST + SGST or IGST.
  6. Total, with any discount shown separately.
  7. How long the price is valid (“valid until”).
  8. Terms: advance and payment terms, delivery time, freight, installation, warranty.
  9. Signature, or the name of the person who prepared it.

A quotation is not a tax invoice. No GST becomes payable when you send it; tax is charged on the invoice once the supply happens.

Example quotation made with InDhanPay Books (invented business details). Make your own.

Quotation, proforma invoice and tax invoice

A quotation (or estimate) offers a price and is sent before the customer decides. A proforma invoice is sent after they agree, often to collect an advance; it looks like an invoice but is not one under GST. The tax invoice is issued when the goods are removed or the service is supplied, and that is the document that counts for GST. See the GST invoice format for what it must contain.

Tips for quotes that get accepted

  • Send it the same day, while the customer is still comparing.
  • Give a validity period. Prices for metal, paper and fuel move; 7 to 30 days is common.
  • Put the taxes in. A quote without GST looks cheaper but causes an argument at billing time.
  • Follow up a few days later, and when it is accepted, turn it into the invoice without retyping.

In InDhanPay Books a quote is shared on WhatsApp or email, and an accepted quote becomes a GST invoice in one step. Want a one-off quote right now? The GST calculator works out the tax for each line, or download the blank format above.

Blank quotation format

Every field in its place, ready to print and fill in by hand. In the print window, choose Save as PDF to keep a copy.

Quotation

From (supplier)

Name
Address
GSTIN
State & code
Phone / email

Details

Quotation no.
Date
Valid until
Place of supply (state & code)

Bill to (recipient)

Name
Address
GSTIN (if registered)
State & code

Ship to (if different)

Name
Address
State & code
#Description of goods / servicesHSN / SACQtyUnitRateGST %Amount
1
2
3
4
5
6
7
8
9
10
11
12
Amount in words

Bank details

Account name
Account no.
Bank & IFSC
Taxable value
GST
Total

Terms and conditions

For (supplier name)

Authorised signatory

Blank format from books.indhanpay.com · fill it in online with the free GST invoice generator

Fill it in online instead

Frequently asked questions

Is GST charged on a quotation?

No. A quotation is an offer, not a supply, so no tax is payable on it. It should still show the GST rate and amount so the customer knows the full price; the tax is charged on the invoice.

What is the difference between a quotation and an estimate?

In practice they are used for the same thing. Some businesses call a firm price a quotation and an approximate one an estimate. Either way, state clearly whether the price is fixed and how long it is valid.

How long should a quotation be valid?

Long enough for the customer to decide, short enough to protect you from price changes. 7, 15 or 30 days is typical. Print the date it is valid until.

Does a quotation need a number?

The law doesn’t require one, but numbering quotes lets you and the customer refer to the exact offer, and track which quotes turned into orders.

Send quotes that turn into invoices

Create quotations in InDhanPay Books, share them on WhatsApp and convert the accepted ones into GST invoices in one step.

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