Last updated: 21 July 2026
A quotation is usually sent before a sale is confirmed. It shows the customer what you plan to provide, how much it may cost and how long the offer is valid. A clear quotation can reduce negotiation, avoid confusion and make invoice creation easier after approval.
1. Add your business and customer details
Start with your business name, contact details and logo. Then add the customer name, address and contact information. For business customers, include tax or registration details when they are needed.
2. Use a clear quotation number and date
A quotation number helps you track customer requests, revisions and approvals. Add the quotation date and a valid-until date so the customer knows how long the price or offer is available.
3. List products, services and prices
Add each item separately with a short description, quantity and price. If the customer may choose between options, you can add notes to explain what is included and what is not included.
4. Show discount and tax clearly
If you offer a discount, show whether it is a percentage or flat amount. If tax applies, show the total tax rate or use notes for a split such as GST, VAT or sales tax details when required.
5. Add terms, delivery notes or scope
Quotations are easier to approve when the scope is clear. Mention delivery timing, payment terms, installation conditions, warranty, expiry date or any dependency that may affect final pricing.
6. Save or send the quotation as PDF
A PDF quotation is easy to share and keeps the customer-facing offer consistent. After the customer accepts the quotation, you can convert it into an invoice and avoid re-entering the same details.
Start with the free quotation generator, then learn when to use an invoice vs quotation.