A quotation generator for GST-ready quotes
This free quotation generator turns your prices into a clean, professional quote you can email the same day. Add your logo and business details, the customer, each item with its HSN or SAC code, quantity, unit and rate, then choose GST, VAT, sales tax or no tax. The preview updates as you type, and Download PDF produces a sharp document with the ₹ sign printed properly.
A quotation is an offer the customer can accept, negotiate or decline, open only until its validity date. So this tool puts the valid until date in the header, lists optional items that are priced but not added to the total, and can print a customer acceptance block so a signed copy doubles as a purchase confirmation.
Everything runs in your browser. Your quotes, logo and signature are saved only on this device, numbers count up automatically (QT-2026-0041 → QT-2026-0042), and you can export everything as a JSON backup. Templates here are a convenience, not legal or tax advice — check your own obligations with an accountant.
How to use the Quotation Generator
- Pick the paper size (A4 or US Letter), accent colour, style and currency under Look & currency.
- Fill in Quotation details: number, date and how long the price is valid — the “Valid until” date is worked out for you.
- Enter your business once (name, GSTIN, address, logo, signature) and the customer under Prepared for.
- Add line items with HSN/SAC, quantity, unit, rate and tax %. Tick Optional for add-ons the customer may choose.
- Set the tax type, place of supply, any discount and rounding, then edit the terms and acceptance options.
- Press Download PDF. Use New quotation for the next customer; the current one is kept in the saved list.
Quotation Generator features
CGST + SGST or IGST, automatically
The first two digits of your GSTIN are compared with the place of supply: same state gives CGST + SGST (UTGST in union territories without a legislature), a different state or an export gives IGST.
Optional items
Price extras such as parasols, extended warranty or a maintenance plan in a separate table so the main total stays the committed price.
Validity that keeps up
Choose 7 to 90 days and the expiry date follows the quote date; type your own date and the tool remembers it.
Amount in words
Totals are written out in the Indian system (lakh, crore) for rupees or the international system (million, billion) for other currencies, with paise or cents.
Real PDF with an embedded font
The PDF carries a subset of Noto Sans, so ₹, €, £ and accented names print exactly and the text can be searched and copied.
Customer acceptance block
Adds “Accepted by” with space for the customer’s name, signature, date and stamp, next to your authorised signatory and uploaded signature.
What to include in a quotation
- Your business name, address and GSTIN or VAT number, and the customer’s details.
- A unique quotation number and date, plus a clear validity date — prices for materials and freight change, and an open-ended quote can bind you to old prices.
- Each item with description, HSN (goods) or SAC (services) code, quantity, unit, rate and tax rate. Businesses with turnover up to ₹5 crore normally quote 4-digit HSN codes on B2B documents and larger ones 6 digits (Notification 78/2020-Central Tax).
- Discounts, taxes shown separately, the total and the total in words.
- Payment terms (advance, balance), delivery time, warranty and what is not included.
- A signature, and an acceptance line if you want the customer to sign and return the quote.
How the totals are worked out
Each line is quantity × rate. A discount comes off the subtotal and is spread over the lines in proportion, so tax is charged on the discounted price at each line’s own rate. Tax is grouped by rate and rounded to the paisa; intra-state GST is split into two equal halves. Shipping is added after tax, and the optional round-off shows a “Round off” line.
Worked example (the sample quote): 24 chairs at ₹3,200 (₹76,800), 6 tables at ₹14,500 (₹87,000) and installation of ₹8,000 give a subtotal of ₹1,71,800. A 5% discount removes ₹8,590, leaving a taxable value of ₹1,63,210. The supplier is in Karnataka and the café in Maharashtra, so IGST at 18% applies: ₹29,377.80. The exact total is ₹1,92,587.80, rounded to ₹1,92,588.00 — “One lakh ninety-two thousand five hundred eighty-eight rupees only”. If the café were in Karnataka, the same tax would appear as CGST ₹14,688.90 + SGST ₹14,688.90. The optional parasols (₹27,200) are listed but not added.
Check single figures with the GST calculator.
Quotation, estimate, proforma or invoice?
When the customer accepts, raise the bill with the invoice generator; for uncertain jobs use the estimate generator, and for an advance request the proforma invoice generator.
| Document | What it says | Binding? |
|---|---|---|
| Quotation | A fixed price for defined work or goods, valid until a date | An offer; binding once accepted |
| Estimate | An approximate cost that may change with actual work | Usually not a fixed price |
| Proforma invoice | A preview of the final invoice, often to collect an advance | Not a tax invoice |
| Tax invoice | The demand for payment after supply | Yes — records the sale and tax |
Quotation Generator FAQ
Is this quotation generator free?
Yes — no sign-up, no watermark and no limit. Everything is created in your browser; nothing is uploaded.
Do I charge GST on a quotation?
A quotation shows the GST that will be charged, but tax becomes payable only when you supply and invoice. Show the rate and amount so the customer knows the full cost, and issue a tax invoice later.
How long should a quotation be valid?
Commonly 15 to 30 days; 7 days when prices move fast (metals, fuel, imported goods) and up to 90 days for stable services. State the date clearly so an old quote cannot be accepted at outdated prices.
What are optional items in a quote?
Extras you are willing to supply at a stated price but that are not included in the total — for example an extended warranty. The customer can add them when accepting.
Why is my total rounded?
Tick or untick “Round the total” in the tax section. When it is on, the difference to the nearest whole rupee (or dollar) appears as a “Round off” line, as on many Indian invoices.
Can I turn the quotation into an invoice?
Yes. Once accepted, open the invoice generator and enter the same items, or keep this quote as a reference number on the invoice. A quotation itself is not a tax invoice.