Quotation format
A quotation tells a customer exactly what a job or an order will cost before they agree to it. A clear quote wins more work, so here is what to include, and a free maker that turns it into a PDF.
Nothing is uploaded. The draft stays on this device.
What a good quotation includes
- The word Quotation and a quote number, so you can refer to it later
- Your business details and the customer's
- The date, and how long the price stays valid (often 15 or 30 days)
- Each item or task, with quantity, rate and amount
- Tax, shown separately, and the total
- Terms: advance payment, delivery time, what is not included
Quotation, estimate or proforma?
- Quotation: a fixed price. If the customer accepts it in time, that is the price.
- Estimate: your best guess; the final bill may change. See the estimate template.
- Proforma invoice: sent after the customer agrees, before delivery, often to collect an advance. See the proforma format.
Tips that help a quote get accepted
- Name the job in the customer's words, not only in trade terms.
- Split big items into parts, so the price is easy to understand.
- Say what is not included, so there are no surprises later.
- Put a validity date, so prices can change if the customer waits months.
Download the Excel format
Download quotation format (.xlsx)
The sheet adds up the amounts and the tax for you. It opens in Excel, Google Sheets and LibreOffice.
Questions people ask
Is a quotation legally binding?
A quotation is an offer. Once the customer accepts it within the validity period, it usually becomes part of the agreement, so make sure the price and terms are right before you send it.
Should I add GST to a quotation?
Yes, if you are registered and the work is taxable. Show the tax on its own line so the customer sees the price before and after tax.