Quotation Generator

What a quotation is for

A quotation tells a prospective customer exactly what you will supply and what it will cost, before any work starts. It is the document a client forwards to their manager or accounts team for approval, so it needs to be specific, add up correctly and look professional. Contractors, interior designers, printers, caterers, IT freelancers, repair shops and wholesalers all send them. This generator turns a list of items into a tidy one page PDF with totals, the amount in words and your terms, so you can reply to an enquiry in minutes rather than wrestling with a spreadsheet template.

Quotation, estimate or invoice?

The words are often used loosely, but the difference matters. A quotation is a fixed offer: if the client accepts it before the validity date, you are expected to honour the price. An estimate is a rough guide that may change once the job is understood. An invoice comes after the sale and asks for payment; for a GST registered business it has to meet the tax invoice rules. A quotation is not a tax invoice, which is why this tool shows GST as a single line rather than a CGST and SGST split. When the client accepts and you supply the goods or services, raise a proper invoice with our GST Invoice Generator.

What to put in it

• A quotation number and date, so both sides can refer to it later.
• A validity date. Prices for material, travel and labour move, and a deadline protects you.
• A line for each item or stage of work, with quantity and rate, so the client can see where the money goes.
• Any discount, shown openly rather than hidden in the rates.
• Whether GST is extra, and at what rate.
• Payment terms, delivery time, what is excluded and who pays for changes.

How to use it

1. Fill in your business details once; add your GSTIN if you are registered.
2. Enter the client's name and address and set the quotation number, date and validity.
3. Add each item with a quantity and rate. Use the plus button for more lines and the bin to remove one.
4. Choose a discount as a percentage or a fixed amount, and pick a GST rate or leave it at no GST.
5. Edit the terms, one per line, then download the PDF.

A worked example

An interior designer quotes for a modular kitchen design at Rs. 45,000, three site visits at Rs. 2,500 each and four 3D renders at Rs. 3,000 each. The subtotal is Rs. 64,500. A 10 percent discount takes off Rs. 6,450, leaving Rs. 58,050. GST at 18 percent adds Rs. 10,449, so the quotation total is Rs. 68,499, written as Sixty Eight Thousand Four Hundred Ninety Nine Rupees Only, valid for fifteen days from the date.

Limits

The tool does the arithmetic and the layout; it does not decide the right GST rate for your work, check a GSTIN, or make your terms legally sound. If a quotation is for a large contract, have the terms reviewed. Names and descriptions should be typed in English letters because the PDF uses a standard font, which also prints the rupee sign as "Rs.". Nothing you enter is saved or uploaded.