BillmanWhat is a quotation?
A quotation (also called a quote or estimate) is the price you offer a customer before they buy. It lists the items, quantities, rates, GST and the total, and says how long the price holds. When the customer agrees, you turn it into a sale and issue a tax invoice.
A quotation is not a bill. No GST is due when you send it, and it does not go into your GST returns. GST becomes due when you supply the goods and issue the invoice.
What a quotation should show
- Your business name, address, phone and GSTIN.
- A quotation number and date, so the customer can refer to it.
- The customer’s name and address.
- Each item with its HSN code, quantity, rate before GST and GST rate.
- The taxable value, CGST + SGST (or IGST for another state) and the total.
- A valid-until date, and your terms: delivery, advance, payment and warranty.
How to use this quotation generator
- Fill in your business details and the customer’s details.
- Pick same state (CGST + SGST) or other state (IGST).
- Add each item with quantity, rate before GST and GST rate.
- Set the valid-until date and edit the terms.
- Check the live preview and download the quotation as a PDF.
Quotation, proforma invoice and tax invoice
| Document | When | GST due? |
|---|---|---|
| Quotation | Before the customer agrees | No |
| Proforma invoice | After they agree, before supply (often to collect an advance) | No |
| Tax invoice | When you supply the goods or services | Yes |
The most common quotation mistake
Leaving out the validity date. Purchase prices change, and a quotation with no end date can be held against you months later. Write a valid-until date, usually 7 to 30 days.