Quick answer: A good quotation names who is quoting and to whom, lists each item with quantity, rate, HSN/SAC and GST, states the validity date and payment terms, and carries a unique number. You can build one free in App Advisor's quotation generator. For repeat quoting, Refrens, Zoho Invoice and Vyapar all say you can convert an accepted quote into an invoice.
What a quotation is, and what it is not
A quotation is an offer. You are telling a customer: here is what I will supply and at what price, if you accept before a certain date. It is not a demand for payment and it is not a tax invoice. A customer can accept, negotiate or ignore it.
That distinction matters for how you write it. A quotation should be precise enough that acceptance creates no argument later, and flexible enough that you are not trapped by a price change next month. For how it differs from a proforma and a tax invoice, see our explainer on quotation vs proforma invoice vs tax invoice.
The format: fields to include
Open any quotation you have sent and check it against this list.
| Section | What to write |
|---|---|
| Header | Your business name, address, GSTIN (if registered), phone, email, logo |
| Quotation number | A unique running number, e.g. Q-2026-0042 |
| Date and validity | Issue date and "valid until" date |
| Customer | Name, address, GSTIN if they have one, place of supply |
| Line items | Description, HSN/SAC, quantity, unit, rate, discount |
| Tax | CGST and SGST or IGST per line, with the rate |
| Totals | Taxable value, tax, grand total in figures |
| Terms | Payment terms, delivery time, warranty, what is excluded |
| Acceptance | A line for approval, or a way to accept online |
Two lines save the most trouble: the validity date, which protects you from price changes, and the exclusions, which stop "I thought that was included".
GST on a quotation, in practice
Whether your quote shows GST separately matters mostly to business customers, who want to see the taxable value and the tax split. Your tools should compute the tax for you. Refrens says its quotation maker calculates CGST and SGST or IGST automatically based on the client's location, supports HSN/SAC codes, and allows multiple GST rates in one quotation. Zoho Invoice lists predefined GST rates. For the exact legal treatment of quotations and the right tax rate for your goods, ask your CA; do not rely on a template.
Free ways to make one
Start with a generator. App Advisor's own free quotation generator is a quick way to see the layout and produce a clean one-off document.
Use a billing app you already have. Vyapar says it offers estimates and quotations with easy conversion into invoices, and a lifetime free plan on mobile. That is convenient if you already bill there.
Use an invoicing tool with a free tier. Zoho Invoice describes a permanently free tier for small businesses, lets you convert approved quotes directly into invoices, and sends documents by SMS and WhatsApp. Refrens describes its quotation generator as freemium: basic quotation creation is free, with advanced features such as tracking and templates in paid plans. Read each plan page before relying on a free tier, since limits change.
What the tools do after you send
Sending is the beginning, not the end. This is where software earns its keep.
- Status. Refrens says you can track a quotation as sent, opened, accepted or rejected, and see engagement. Knowing a client opened it twice last night tells you when to call.
- Conversion. Refrens, Zoho Invoice and Vyapar each say an accepted quote converts to an invoice. This removes retyping, a major source of mismatched amounts.
- Sharing. Refrens lists email, WhatsApp and a shareable link; Zoho Invoice lists SMS and WhatsApp delivery.
- Numbering. Refrens lists automatic numbering, which saves you from duplicate numbers.
A short example to copy
Imagine a Pune-based interior contractor quoting a flat renovation. The quote has:
- Number Q-2026-0042, dated today, valid for 15 days.
- Three line items: false ceiling (per sq ft), painting (per sq ft), electrical points (per point), each with a service accounting code and an 18% or other applicable GST rate as the CA confirms.
- Terms: 40% advance, 40% on completion of ceiling, 20% on handover; materials as per the attached specification; changes charged separately.
- An acceptance line.
The figures here are illustrative only. Use your own rates and your CA's tax guidance.
Writing the quote so the customer can decide
A quote is read by someone who is comparing it with two others, often while busy. Help them decide quickly. Put the total and the validity date near the top, not buried at the bottom. Keep the item descriptions in the customer's language, not your internal codes. Where there are choices, such as a standard and a premium option, show both so the customer can choose between your offers instead of between you and a competitor.
Add one sentence that answers the question the customer will not ask aloud: why you. It might be delivery within a stated time, a warranty you actually give, or a past job of similar size. Do not claim anything you cannot back up.
Finally, check the document on a phone. Most quotes are opened on one, and a table that looks neat on a laptop can become unreadable on a small screen. Send yourself a test before every new template goes live.
Mistakes that cost orders
- No validity date. You end up honouring a price from three months ago.
- A lump sum. Customers cannot compare or negotiate a total; itemise.
- Vague scope. "Interior work" invites disputes. List what is and is not included.
- Slow delivery. A quote sent two days after the enquiry loses to a competitor who sent it in two hours.
- No follow-up. Most quotes are not rejected; they are forgotten. See follow up on quotations to win more orders.
A one-week routine
Day 1: Decide your standard terms and write them once.
Day 2: Create a template with your logo, GSTIN and terms in the tool you choose.
Day 3: Load your top 20 items or services so quoting is selection, not typing.
Day 4: Send two live quotations and check how they look on a phone.
Day 5: Turn on tracking or reminders if available.
Days 6 and 7: Review which quotes were opened and which were accepted.
Who needs more than a free tool
If you quote complex deals with multi-page proposals, signatures and branded layouts, look at proposal tools; our guide to automatic quotation maker software compares them. If quoting is simple and occasional, the free route is enough. See also invoicing software and billing software.
If you quote the same goods repeatedly, keep a master list of your standard terms in one place and paste from it; slight variations between quotes cause avoidable disagreements. Reserve a notes line for anything unusual, such as site access, delivery windows or special packing, so that it is written down before the order starts.
Keep copies. Save every quotation you send in one place, whether in the tool or a folder, with the number in the file name. When a customer calls three weeks later saying "you quoted me last month", you can open the exact version in seconds and avoid an argument over what was promised.
FAQs
What should a quotation include?
Business and customer details, a unique number, date, validity, itemised rates with HSN/SAC and GST, totals, payment and delivery terms, and an acceptance line.
Is there a free quotation maker in India?
Yes. App Advisor's quotation generator is free, and Zoho Invoice, Vyapar and Refrens describe free tiers or free quotation features. Check their limits.
Is GST required on a quotation?
Show the applicable GST so the customer sees the final cost. The legal position and rates depend on what you supply, so confirm with your CA.
Can I convert a quotation into an invoice?
Refrens, Zoho Invoice and Vyapar each say you can convert an accepted quote into an invoice.
How long should a quotation be valid?
Choose a period that matches how fast your costs change; 7 to 30 days is common, but it is your decision.
Next step: get a free matched shortlist, or compare more in invoicing software.
