Free Quotation Generator for Indian Businesses
Create professional business quotations instantly. Add line items, GST, and terms. Download as PDF — no login required.
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How to Use the Quotation Generator
- 1Enter your business details — name, address, email, phone, and optional GSTIN.
- 2Enter your client's name, address, and contact details.
- 3Set the quotation number, date, and validity period (default: 30 days).
- 4Add line items — describe each service or product with quantity and rate.
- 5Set the discount percentage (if any) and the applicable GST rate.
- 6Click "Generate Quotation" to preview, then "Download PDF" to save and share.
Quotation vs Invoice — When to Use Each
Quotation (Before Work)
- • Sent before the project starts
- • Price is an offer, not a demand
- • Has a validity period
- • Not a tax document
- • Client can accept or negotiate
Invoice (After Work)
- • Sent after work is complete
- • Payment demand document
- • Has a due date
- • GST tax document (if registered)
- • Legally enforceable payment
The typical workflow is: Quotation → Client Acceptance → Work Completion → Invoice → Payment. This tool handles the first step. Use our GST Invoice Generator for the final invoicing step.
Worked Example — IT Services Quotation
Software Development Project Quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| UI/UX Design (5 screens) | 1 | ₹50,000 | ₹50,000 |
| Backend API Development | 1 | ₹1,00,000 | ₹1,00,000 |
| Mobile App (Android + iOS) | 1 | ₹1,00,000 | ₹1,00,000 |
| Subtotal | ₹2,50,000 | ||
| GST @ 18% | ₹45,000 | ||
| Total | ₹2,95,000 | ||
Valid for 30 days. Payment: 40% advance (₹1,18,000), 60% on delivery (₹1,77,000).
Common Mistakes to Avoid
No validity date
A quotation without an expiry date is open forever — legally risky if prices change. Always set a "Valid Until" date. 30 days is the standard.
Vague item descriptions
Ambiguous line items like "Website work" lead to scope disputes. Be specific: "Design and development of 5-page responsive website" is better.
Missing payment terms
Specify payment schedule upfront. "50% advance, 50% on delivery" prevents disputes. Many clients assume payment is due only after 30–45 days unless stated otherwise.
Not following up
Sending a quotation and waiting is the most common mistake. A polite follow-up call 2–3 days later dramatically increases conversion rates.
Frequently Asked Questions
Q: What is the difference between a quotation and an invoice?
A quotation is a pre-sale document that offers goods or services at a specified price before the work is done. An invoice is a post-sale document requesting payment after goods are delivered or services are rendered. A quotation becomes a legally binding contract only when accepted by the client. This tool helps you create professional quotations; use our GST Invoice Generator once the work is complete.
Q: Is GST applicable on quotations?
Quotations themselves are not taxable documents — they are merely price offers. However, you should include the applicable GST rate in your quotation so the client knows the total cost they will pay. When you convert the quotation to an invoice, the GST becomes payable. This tool allows you to include the applicable GST rate in your quotation.
Q: How long should a quotation be valid?
The standard validity period for business quotations in India is 30 days. However, for projects with volatile material costs (construction, manufacturing), shorter periods of 7–15 days are common. For service-based businesses (IT, consulting), 30–60 days is typical. Always specify the validity date clearly — our tool defaults to 30 days from the issue date.
Q: Is a quotation legally binding?
A quotation is an offer, not a contract. It becomes legally binding only when the client formally accepts it in writing. Upon acceptance, it constitutes a valid contract under the Indian Contract Act, 1872. Best practice is to have the client sign the quotation or send a written Purchase Order (PO) referencing your quotation number.
Q: Can I include multiple GST rates in one quotation?
This tool applies a single GST rate to the entire quotation. If you supply goods or services with different GST rates, you should separate them into distinct quotation line items or issue separate quotations. For multi-rate invoices, use our GST Invoice Generator which supports per-line-item GST rates.
Q: What should I include in the Terms & Conditions?
Good quotation terms should cover: payment schedule and mode, delivery timelines, revision policy, cancellation charges, validity period, and what happens if input costs change. For IT projects, add intellectual property ownership clauses. For construction, add escalation clauses for material price changes.
Q: What is a Pro Forma Invoice and how does it differ from a quotation?
A Pro Forma Invoice looks like an invoice but is actually a preliminary document (like a quotation) issued before the final invoice. It is commonly used in import/export for customs purposes. A standard quotation is sufficient for most domestic Indian businesses — use a Pro Forma Invoice only if your buyer or customs authority specifically requires one.
Q: Should I follow up after sending a quotation?
Yes. Studies show that 80% of sales require follow-up. The optimal follow-up sequence is: send the quotation → follow up after 2–3 days by call/email → follow up again 1 week before validity expires. Always confirm whether the quotation was received and if there are any questions. Most lost quotations are due to lack of follow-up, not price.
Q: Do I need to register for GST to issue a quotation?
No. Any business can issue a quotation regardless of GST registration. If you are not registered (typically businesses under ₹20 lakh turnover), simply set the tax rate to 0% or omit the tax section. The quotation total will then be without GST.
Q: Can I save my business details for future quotations?
Yes! Your business details (name, address, email, phone, GSTIN) are automatically saved in your browser's localStorage after the first quotation. The next time you visit, your details will be pre-filled. You can clear this data anytime using the "Clear saved data" link above the form.
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