Quotation / Estimate Generator
A quotation (or estimate) is the first formal document in most B2B sales. It states what you will supply, at what price, with what taxes and on what terms. A clear, well-formatted quotation wins more orders and prevents later arguments about scope, GST or delivery. This tool produces a one-page A4 quotation with your letterhead details, a subject line, item table with GST, totals, validity, delivery and payment terms, and a signature block — downloadable as PDF or printable instantly.
What to include in a quotation
- Quotation number and date — keep a separate series (QT-2026-001) and refer to it in the PO and invoice.
- Subject — a one-line summary such as "Quotation for annual AMC of 12 split ACs".
- Itemised prices with HSN/SAC and GST rate so the buyer sees the tax impact up front.
- Validity — number of days the prices hold. The tool computes the "valid till" date for you.
- Delivery and payment terms, warranty, and whether freight or installation is extra.
Formula
Line amount = Quantity × Rate. Subtotal = sum of line amounts. GST per line = Amount × Rate%. Total = Subtotal + GST − Discount + Other charges, rounded to the nearest rupee.
Worked example
An electrician quotes rewiring work: material ₹18,000 (GST 18%) and labour ₹7,000 (SAC 9954, GST 18%). Subtotal ₹25,000; GST ₹4,500; total ₹29,500. Terms: 30 days validity, 50% advance, work completed in 7 working days. If the customer accepts after 35 days, the electrician is free to revise the price — the printed validity protects both sides.
Estimate vs quotation
In practice both words are used interchangeably in India. Strictly, an estimate is an approximate figure that may change, while a quotation is a fixed offer for the validity period. If your prices are approximate, say so in the notes.
Frequently Asked Questions
Is a quotation legally binding?
A quotation is an offer. Once the buyer accepts it (by PO or written confirmation) within the validity period, a contract is formed on those terms.
Should I show GST on a quotation?
Yes. Showing the tax breakup avoids disputes when the invoice arrives. Registered buyers can also see their ITC.
Can I convert this quotation into an invoice?
Enter the same items in the GST Invoice Generator; your business details are already saved in the browser.
What validity period is normal?
15 to 30 days is common. Use shorter validity for commodity items whose prices fluctuate.
Disclaimer: This tool is for general information and estimation only. Tax rates and rules change — verify with official sources or a professional before acting. Read full disclaimer.