Quotation format — free in Excel, ready to print
What you get
Every field ready to fill in. In the Excel file the taxable value, GST and totals work themselves out as you type quantities and rates.
QUOTATION
From (your business)
- Name
- Address
- GSTIN
- Phone
Details
- Quotation no.
- Quotation date
- Valid until
- Your enquiry
- date, or who asked
To (buyer)
- Name
- Address
- GSTIN (if registered)
- Place of supply (state and code)
| S. No. | Description of goods | HSN | Qty | Unit | Rate (₹) | Taxable value (₹) | GST % | GST (₹) | Total (₹) |
|---|---|---|---|---|---|---|---|---|---|
| 1 | |||||||||
| 2 | |||||||||
| 3 | |||||||||
| 4 | |||||||||
| 5 | |||||||||
| 6 | |||||||||
| Total | |||||||||
- Total taxable value
- Total GST
- Total
- Prices
- e.g. GST as shown; delivered to your door
- Payment terms
- e.g. 15 days from the bill
- Delivery
- e.g. the day after the order
Accepted by the buyer — signature and date
For the seller — authorised signatory
Free format from Billzova Trade™ — trade.billzova.com
What to put on a quotation
- A quotation number and date, so the buyer can quote it when they order.
- Your business name, address, GSTIN and a phone number.
- The buyer’s name and address, and their GSTIN if they are registered.
- Each item: description, HSN, quantity and unit, and your rate.
- The GST rate and amount on each line — CGST and SGST for a buyer in your state, IGST for one in another state — so the buyer sees the full price.
- How long the prices hold (valid until), and your payment and delivery terms.
- A signature.
Source: A quotation isn’t a tax document, so GST law sets no format for it. The tax invoice you make once the buyer orders must follow Rule 46 of the CGST Rules, 2017. Rules change — check yours with your CA.
When distributors send quotations
A new shop or hotel asks your rates
Your prices for what they buy, in writing, before their first order.
A large or one-off order
A wedding caterer or a big event order, priced before it is confirmed.
Buyers who need it on paper
Schools, hospitals, offices and canteens often ask for a quotation before they raise a purchase order.
New rates
When prices change, regular customers see the new rates before the bill.
Quotation, proforma invoice or tax invoice?
| Quotation | Tax invoice | |
|---|---|---|
| What it is | Your offer of prices, before an order | The bill for goods sold |
| GST | Shown so the buyer sees the full price; not charged | Charged; a registered buyer claims input tax credit on it |
| What the buyer owes | Nothing until they order | The invoice amount |
| Numbering | Any series of your own | Consecutive, unique for the financial year, at most 16 characters (Rule 46) |
| A proforma invoice is… | Like a quotation set out as a bill, often sent to ask for an advance; it isn’t a tax invoice either | — |
What it is
Quotation
Your offer of prices, before an order
Tax invoice
The bill for goods sold
GST
Quotation
Shown so the buyer sees the full price; not charged
Tax invoice
Charged; a registered buyer claims input tax credit on it
What the buyer owes
Quotation
Nothing until they order
Tax invoice
The invoice amount
Numbering
Quotation
Any series of your own
Tax invoice
Consecutive, unique for the financial year, at most 16 characters (Rule 46)
A proforma invoice is…
Quotation
Like a quotation set out as a bill, often sent to ask for an advance; it isn’t a tax invoice either
Tax invoice
—
Filling it in well
- Give every quotation a number and a valid-until date: rates change.
- Show the rate, the GST rate and the GST amount on each line, so the bill holds no surprises.
- Say whether delivery is included, and when you expect to be paid.
- When the buyer says yes, bill at the quoted rates — and ask them to quote the quotation number on their order.
Make quotations in Billzova Trade instead
Numbered quotations at each customer’s own rates, GST worked out from their state and a date the prices hold until — sent as a PDF, by email or on your own WhatsApp, in Hindi or English. When the customer says yes, one tap turns it into an order at the quoted prices.
Questions about this format
Is a quotation a tax document?
No. It is your offer of prices. GST is shown so the buyer sees the full price, but tax is charged on the tax invoice you make after the order.
What is the difference between a quotation and a proforma invoice?
Both come before the sale and neither is a tax invoice. A quotation offers prices; a proforma invoice is set out like the final bill and is often sent to ask for an advance.
Is a quotation the same as an estimate?
In day-to-day trade, yes: both are your prices for what the buyer asked for, before they order.
How long should a quotation be valid?
As long as you can hold the prices. Write a valid-until date on it, and keep it short when rates move often.
Should GST be shown on a quotation?
It helps. The GST rate and amount on each line show the buyer the full price, so the invoice later matches the quotation.
Can I edit this format?
Yes. The Excel file is yours to change: add your logo, columns or terms. The amounts add up by themselves as you type quantities and rates.
Is the format free?
Yes, free to download, print and use, with no sign-up.
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