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Quotation format and free quotation maker

A quotation tells a customer what an order or a job will cost before they agree to it. Fill in this quotation format online (your details, the items and prices, your terms and how long the price holds) and download a PDF. Free, no signup.

  • Valid-until date
  • Terms and notes
  • Any currency
  • Becomes an invoice later

In India? Not registered for GST? This invoice without GST is for you.Registered? Use the GST invoice generator

How it works

How to make a quotation

  1. 1

    Your details and the customer’s

    Your business name, address and contact details, then who the quotation is for. Add your logo if you have one.

  2. 2

    Items and prices

    One line per product or service, with quantity and rate. Add a discount, tax or shipping if they apply. Totals update as you type.

  3. 3

    Validity and terms

    Add the quotation number and date, set a “valid until” date, and write your terms: what’s included, delivery time, advance payment.

  4. 4

    Download and send

    Download the PDF and send it. When the customer accepts, change the document type to Invoice and your items stay.

Checklist

Quotation format: what to include

A clear quotation answers three questions for the customer: what they get, what it costs and how long the offer stands. These fields cover them.

  • Your business name, address and contact details
  • Your tax or registration number, if you show one
  • The customer’s name and address
  • The title (“Quotation”) and a quotation number
  • The quotation date and a “valid until” date
  • Each product or service with quantity, rate and amount
  • Discount, tax and shipping, if any, and the total
  • Your terms, and your signature if the customer expects one

Validity and terms

Validity date and terms

How long the price holds

Prices of materials change, and so does your calendar. A “valid until” date, for example 15 or 30 days after the quotation date, tells the customer when to confirm. After that date you can quote again at current prices.

In the generator, the “valid until” date takes the place of a due date, and the quotation shows a total rather than an amount due.

Terms to consider

Write your own terms in the Terms box. They print at the bottom of the quotation. For example:

  • Prices are valid until the date shown above.
  • 50% advance on confirmation, balance on delivery.
  • Delivery within 10 working days of confirmation.
  • Anything not listed here will be quoted separately.

Which document?

Quotation vs proforma invoice vs invoice

Quotation: the offer

Sent before the customer agrees. It shows the price and your terms, with a date until which the price holds. It does not ask for payment.

Proforma invoice: before delivery

Sent once the customer agrees but before you deliver, to confirm the details or collect an advance. It looks like an invoice but is not the final bill. Make a proforma invoice.

Invoice: the final bill

Sent when the goods are delivered or the work is done. It has a due date and your payment details, and asks the customer to pay.

In the generator, change the document type from Quotation to Proforma Invoice or Invoice, and your details and items stay. Download the quotation PDF first if you want to keep a copy.

GST-registered in India? The quotation maker on this page does not calculate GST. Make a GST quotation in the GST invoice generator instead, and turn it into a GST tax invoice when the customer accepts.

More tools

Other documents

Questions, answered

Is this invoice generator really free?

Yes. Make as many invoices, quotes and receipts as you like and download them as PDFs. There is no signup, no trial and no paid plan.

Where is my invoice stored?

In your browser, on this device. The invoice you are working on is saved automatically as you type, and every invoice you download is kept under My invoices so you can open or copy it later. Its client and line items are kept too, as saved clients and saved items you can pick on your next invoice, edit or delete. Nothing is uploaded to our servers. Clearing your browser data removes it, so keep your PDFs and download a backup from My invoices now and then.

I’m in India and registered for GST. Which tool should I use?

Use the GST invoice generator. It checks GSTINs, splits tax into CGST + SGST or IGST from the place of supply and adds the details a tax invoice needs. The simple invoice is not a GST tax invoice. GST invoice generator

Can I make a quote, receipt or proforma invoice?

Yes. Choose the document type (invoice, quote, estimate, proforma invoice or receipt) and the title, dates and totals change to match. “New” starts the next one with your details already filled in.