Quotation Maker: Free Online Quotation Format With GST
Make a professional quotation in a minute. Pick a quotation format for your trade, add items or services with HSN/SAC, discounts and GST (CGST + SGST or IGST worked out from the States), set a valid-until date, an advance and your terms, and print it or save it as PDF. In English or Hindi, free, no sign-up, and your data stays in your browser. When the customer says yes, turn it into a tax invoice with our GST bill maker.
By ScaleSaathi Editorial · Facts last checked 22 Oct 2026 · Sources
Before the quote goes to the customer
- A quotation is not a tax invoice or a bill of supply. Show GST only if you are registered.
- Rates: 5%, 18% and 40%, with special rates such as 0.25%, 1.5% and 3%. 12% and 28% are marked old. GST is worked out after discounts.
- Set a valid-until date. There is no legal minimum or maximum; the tool offers 7, 15, 30, 45, 60 or 90 days.
- Keep the customer’s signed acceptance. Once they accept, issue a tax invoice with its own number. Facts last checked 22 Oct 2026.
Quotation Maker: free online quotation format
Make a GST quotation with validity date, terms and templates for your trade. No sign-up. Your data stays in this browser.
1. Quotation details
2. Your business
3. Customer
4. Items and services
5. Terms, look and signature
Live A4 preview. Tap Check preview anytime to see totals and lines without scrolling away. To send the quotation itself: Save as PDF, then attach the PDF in WhatsApp or email.
How to make a quotation with this quotation maker
- Pick your trade format above the form. Each loads clearly labelled sample lines and terms you can edit.
- Set the quotation details: number, date, how long it is valid, the customer’s enquiry and a subject. Tick “I am registered for GST” only if you have a GSTIN.
- Add your business and the customer, with their States. The quotation maker picks CGST + SGST/UTGST or IGST from your State and the place of supply.
- Add items and services with HSN/SAC, quantity, unit, rate, discount and GST rate. Add an overall discount or an advance percentage if you need them.
- Write your terms, choose a design (Classic, Modern or Minimal) and an accent colour, and keep the customer acceptance box.
- Print / Save as PDF, then send the PDF. Share on WhatsApp sends a summary; Copy share link opens the same quotation in a browser.
Quotation format explained
A quotation (or quote) is a document in which a seller offers to supply goods or services at a stated price, on stated terms, for a stated time. In legal terms it is usually a proposal: section 2(a) of the Indian Contract Act, 1872 says a person makes a proposal when they signify their willingness to do something with a view to obtaining the other person’s assent, and under section 2(b) the proposal becomes a promise once it is accepted. No Indian law prescribes a fixed quotation format, so the layout below is good practice rather than a legal form.
What to include in a quotation
| Part | What to write | Why it matters |
|---|---|---|
| Header | Your business name, address, phone, email, logo; GSTIN if registered | Tells the customer who is offering and lets them check your GST registration |
| Title, number and date | The word Quotation, a quotation number (and revision, such as Rev. 2) and the date | Lets both sides refer to the exact offer |
| Valid until | A date or a number of days | An offer lapses when the time set in it runs out (Indian Contract Act, s. 6) |
| Customer | Name, contact person, address, GSTIN if registered, State | The State and place of supply decide CGST + SGST or IGST |
| Subject and reference | What the quote is for and the enquiry it answers | Avoids confusion when several quotes are open |
| Items or services | Description, HSN/SAC, quantity, unit, rate, discount, GST rate | The customer can compare line by line |
| Totals | Value, discount, taxable value, CGST/SGST or IGST, round off, total in figures and words | Shows the full cost, not just the base price |
| Payment | Advance %, balance, bank or UPI details | Sets out how the order is confirmed |
| Terms | Delivery time, payment stages, what is included or extra, warranty | Reduces disputes later |
| Signature and acceptance | Your signature, and a box for the customer to sign and date | A signed acceptance is a clear record that the offer was accepted |
Formats for different trades
The quotation maker has seven trade formats. Units and terms differ by trade; the samples are illustrations only.
| Format | Typical units | Terms the sample covers |
|---|---|---|
| Goods / trading | Nos, Kg, Box | Ex-godown or delivered price, delivery charges, delivery days |
| Services / consulting | Month, Hour, Job | Scope, billing cycle, notice period |
| Construction / contractor | Sq ft, Job, Day | Material approval, stage payments, extra work only on written approval |
| Interior / furniture | Sq ft, Nos, Job | Design approval, delivery time, installation, warranty |
| Transport | Trip, Km, Tonne | Route and load, detention, tolls, insurance |
| Event / catering | Plate, Guest, Job | Final head count, date blocking advance, extra plates |
| IT / software | Project, Month, Year | Scope, change rounds, go-live payment, code hand-over |
GST on a quotation
A quotation is not a GST document: it is neither a tax invoice under Rule 46 nor a bill of supply under Rule 49 of the CGST Rules, 2017. GST is charged on the tax invoice for the actual supply. Showing GST on the quote is still useful because the customer sees the full cost.
- Only a registered business charges GST. According to CBIC, registration is needed when aggregate turnover crosses ₹40 lakh for suppliers of goods (₹20 lakh in Arunachal Pradesh, Meghalaya, Puducherry, Sikkim, Telangana and Uttarakhand, and ₹10 lakh in the special category States of Manipur, Mizoram, Nagaland and Tripura) and ₹20 lakh for suppliers of services (₹10 lakh in Manipur, Mizoram, Nagaland and Tripura), with exceptions. If you are not registered, untick “I am registered for GST” and the quote shows “Prices quoted do not include GST” with no tax columns.
- CGST + SGST or IGST. If your State and the place of supply are the same, CGST and SGST are each half the rate (for 18%, 9% + 9%); in Andaman and Nicobar Islands, Chandigarh, Dadra and Nagar Haveli and Daman and Diu, Lakshadweep and Ladakh, UTGST replaces SGST. If they differ, IGST applies at the full rate. The place of supply starts as the customer’s State; change it if a special place-of-supply rule applies to you.
- Rates. Since the 56th GST Council meeting the main rates are 5%, 18% and 40%, with special rates such as 0.25%, 1.5% and 3%. 12% and 28% are marked “old” in the rate list. Check the rate for your own HSN or SAC code.
- Discounts. The quotation works out GST on the value after line and overall discounts.
Worked examples (each one is a test case)
| Case | Taxable value | GST | Total |
|---|---|---|---|
| Sample goods quote: 100 bottles × ₹250 less 5%, 50 lunch boxes × ₹420, delivery ₹1,500; all 18%; Maharashtra to Karnataka | ₹46,250.00 | IGST ₹8,325.00 | ₹54,575.00 |
| Same quote, customer also in Maharashtra | ₹46,250.00 | CGST ₹4,162.50 + SGST ₹4,162.50 | ₹54,575.00 |
| Same quote, both in Chandigarh | ₹46,250.00 | CGST ₹4,162.50 + UTGST ₹4,162.50 | ₹54,575.00 |
| Inter-State quote with an extra 10% overall discount | ₹41,625.00 | IGST ₹7,492.50 | ₹49,118 (round off +0.50) |
| Seller not registered for GST | ₹46,250.00 | No GST | ₹46,250.00 |
Method: each line’s discount and tax is worked out and rounded to the paisa (half up), and the total can be rounded to the nearest rupee with a round-off line. With 50% advance, the first sample asks for ₹27,287.50 and leaves a balance of ₹27,287.50. To check a single amount, use our GST calculator; for price cuts, the discount calculator.
Quotation vs estimate vs proforma vs invoice
| Document | When | What it says | GST | Basis |
|---|---|---|---|---|
| Quotation | Before the sale | Fixed price for a set scope, until the valid-until date | Estimate only | Business document; an offer under contract law |
| Estimate | Before the sale | Approximate cost; can change | Estimate only | Business document |
| Proforma invoice | Before supply, to ask for advance or a purchase order | Price and terms of the coming sale | Estimate only | Not a tax invoice |
| Tax invoice | At or after supply | Actual supply and amount payable | Actual GST charged | Rule 46, CGST Rules |
| Bill of supply | Exempt supply, or composition taxpayer | Actual supply | No GST | Rule 49, CGST Rules |
Quotation and estimate are business words, not terms defined in GST law; buyers in many trades use them loosely. If your price may change, call it an estimate and say so in the terms. To ask for payment before supply, use the proforma option in our GST bill maker, which also makes the tax invoice once the work is done.
Validity, revisions and acceptance
- Validity: section 6 of the Indian Contract Act says a proposal is revoked by the lapse of the time prescribed in it for acceptance, or, if no time is prescribed, by the lapse of a reasonable time. A clear valid-until date avoids arguments about what is reasonable.
- Revisions: if the customer asks for changes, click Revise. The number stays the same, the quote is marked Rev. 1, Rev. 2 and so on, and the date moves to today, so both sides know which version is current.
- Acceptance: under section 5 a proposal may be revoked before the acceptance is communicated, but not afterwards. Keep the customer’s signed acceptance box, purchase order or written confirmation with your copy.
From quotation to bill
Once the customer accepts, issue a tax invoice for the supply with its own serial number (up to 16 characters, unique for the financial year, Rule 46(b)). Open the free GST bill maker, choose Tax Invoice and enter the accepted lines. The bill maker checks the Rule 46 particulars, HSN digits and GSTIN format.
Your data stays on your device
The quotation maker runs fully in your browser and makes no network requests. Your logo is read on your device and never uploaded. Nothing is stored unless you tick “Remember my business details on this device”. The share link holds the quotation inside the link itself (after the # sign, which browsers do not send to our server), without the logo or the customer’s phone number. There are no blank templates to download: fill the quotation here and save your own filled quotation as a PDF.
"All inclusive" or "plus GST": price the quote so you don't lose the tax
A common money leak in small-business quotes is the price line. The customer says "₹1,25,000 all inclusive", the quote says "₹1,25,000", and the GST then comes out of your margin. A quotation has no tax effect, but your tax invoice will. Under section 15 of the CGST Act the value of the supply does not include GST, so if the agreed figure includes tax, the invoice has to work backwards from it.
Use one of two price bases and print it in words on the quote:
- Plus GST: "Prices are exclusive of GST. GST at the applicable rate will be charged on the tax invoice." The customer pays the rate in force when you bill.
- Inclusive of GST: "Prices are inclusive of 18% GST." The taxable value is the price × 100 ÷ (100 + rate), and that is what goes on the invoice.
Worked example: a ₹1,25,000 CCTV job, quoted both ways
A Nagpur security installer quotes a Nagpur office for cameras, cabling and fitting, all at 18%. Both are in Maharashtra, so the bill will show CGST + SGST.
| Price basis on the quote | Taxable value on the invoice | CGST + SGST | Customer pays |
|---|---|---|---|
| ₹1,25,000 plus GST | ₹1,25,000.00 | ₹11,250 + ₹11,250 | ₹1,47,500 |
| ₹1,25,000 inclusive of GST | ₹1,05,932.20 | ₹9,533.90 + ₹9,533.90 | ₹1,25,000 |
The same words, read two ways, are worth ₹22,500 to the customer, and ₹19,067.80 of your own revenue goes to tax in the inclusive case. If the office were in Hyderabad, the tax would be IGST, ₹22,500 or ₹19,067.80, but the totals would not change. To split an inclusive price for any rate, use the GST calculator in "remove GST" mode, then enter the taxable value in the quotation maker.
Terms worth adding before you send
- Price basis: plus GST or inclusive of GST, as above.
- Rate change: "GST will be charged at the rate in force on the date of the tax invoice." This matters for quotes that run for months, as many did across the September 2025 rate changes.
- Delivery basis: ex-works or delivered to site, and who pays freight, loading and unloading.
- Place of supply: the site or delivery address, and its State. If the work moves to another State, send a revised quote, because the tax heads change.
- Advance: the amount, and that a receipt will be given for it.
- Exclusions: what is not in the price (civil work, permits, extra points, travel).
Quotation mistakes that cost money later
- Showing GST while unregistered or in the composition scheme. Neither can collect GST from the customer. A composition supplier quotes one price and later issues a bill of supply with the words required by Rule 5.
- Numbering quotes in the invoice series. Your tax invoice series has to stay consecutive for the year (Rule 46(b)). Quotes that never become sales would leave gaps. Use a separate prefix such as QT/26-27/.
- Taking an advance for services without paying GST on it. Once an accepted quote brings in an advance for services, GST is due on that advance in the month it is received, with a receipt voucher. For goods, a regular taxpayer pays the tax on the invoice instead. The GST bill maker page has a worked example.
- Letting a quote stand in for a purchase order. For larger B2B jobs, ask the buyer to issue a purchase order that refers to your quote number and revision. If they don't have one, they can make it with our purchase order generator. The purchase order format guide explains the fields.
Quotation maker FAQ
How do I make a quotation online for free?
Pick the format for your trade, enter your business and the customer’s details, add each item or service with quantity, rate, discount and GST rate, choose how many days the quote is valid for, and add your terms. The live A4 preview updates as you type; on phone, use Check preview for a slide-up view of totals and lines. Click Print / Save as PDF to keep it or send it. No sign-up is needed and nothing is uploaded.
What is the format of a quotation?
A clear quotation shows: your business name, address and contact details (and GSTIN if you are registered); the word Quotation, a quotation number and date; a valid-until date; the customer’s name and address; a subject; a table of items or services with quantity, unit, rate, discount and value; GST by rate if you charge GST; the total in figures and words; payment, delivery and other terms; and a signature. No law prescribes a fixed quotation format in India, so these are good-practice fields.
Is a quotation legally binding in India?
A quotation is normally an offer. Under section 2 of the Indian Contract Act, 1872, a proposal becomes a promise when the other person accepts it, so a customer’s acceptance of your quotation on its terms can create a contract. Section 6 says a proposal lapses when the time set in it for acceptance runs out, or after a reasonable time if no time is set. That is why the validity date matters. For anything large, take advice on your own contract terms.
Should a quotation include GST?
If you are registered for GST and the supply is taxable, show the GST you expect to charge so the customer sees the full cost: CGST and SGST (or UTGST) when your State and the place of supply are the same, IGST when they differ. If you are not registered, do not show or collect GST. GST on a quotation is only an estimate; GST is charged on the tax invoice.
What is the difference between a quotation, an estimate and an invoice?
A quotation is a fixed-price offer for a defined scope, valid until a set date. An estimate is an approximate cost that can change, often used in repair and construction work. A tax invoice is the GST document issued for the actual supply under Rule 46 of the CGST Rules. A proforma invoice asks for payment before supply. The quotation, estimate and proforma are not tax invoices. The words quotation and estimate are business usage, not terms defined in GST law.
Is a quotation a tax invoice?
No. A quotation is neither a tax invoice under Rule 46 of the CGST Rules nor a bill of supply under Rule 49. The quotation maker prints “This is a quotation, not a tax invoice” on every quote. When the customer accepts, issue a proper tax invoice from our GST bill maker.
How long should a quotation be valid?
There is no legal minimum or maximum. Pick a period that matches how fast your costs change: many traders use 7 to 30 days, and contractors with volatile material prices often use less. The tool offers 7, 15, 30, 45, 60 or 90 days, or any date you pick, and warns you when a quote has expired.
Can I give a discount on a quotation?
Yes. Add a discount percentage on any line, an overall discount on all lines, or both. GST is worked out on the value after discount, and each line’s discount is shown on the quotation.
How do I ask for an advance in a quotation?
Enter the advance percentage, for example 50%. The quotation shows the advance needed to confirm the order and the balance, and you can put your bank or UPI details in the payment box. Write the payment stages in the terms too.
Can I make a quotation in Hindi?
Yes. Switch the page to हिन्दी for Hindi labels, and set the quotation language to Hindi to print the headings, terms labels and the amount in words in Hindi.
Which quotation format should a contractor, interior designer or transporter use?
Use the format buttons above the form: Goods / trading, Services / consulting, Construction / contractor, Interior / furniture, Transport, Event / catering and IT / software. Each loads clearly labelled sample lines, units (such as Sq ft, Trip, Plate or Month) and common terms for that trade. Replace all sample details, codes and GST rates with your own.
Can I download a quotation format in Word or Excel?
This page does not offer blank Word or Excel files. Fill the quotation here instead, then save your own filled quotation as a PDF with Print / Save as PDF. A PDF keeps your layout fixed when the customer opens it.
How do I send a quotation on WhatsApp?
Click Share on WhatsApp to send a short summary (number, total, advance and valid-until date) to the customer’s number. To send the quotation itself, save it as a PDF and attach the PDF in WhatsApp or email. Copy share link creates a link that opens the same quotation in a browser.
Is my data safe? Do I need to sign up?
There is no sign-up and nothing is uploaded. The quotation is built in your browser. If you tick “Remember my business details on this device”, your business details, logo, terms and last quotation number are kept in this browser’s local storage only; customer details and items are never saved. A share link carries the quotation inside the link (without your logo or the customer’s phone number), so anyone with the link can read it: share it only with the customer.
How do I convert a quotation into a bill?
When the customer accepts, open our free GST bill maker, choose Tax Invoice, and enter the accepted lines with their HSN/SAC and GST rates. Give the invoice its own number from your invoice series; a GST invoice number may have up to 16 characters (Rule 46(b)).
Should I quote prices inclusive of GST or plus GST?
Either is fine, as long as the quote says which. "Plus GST" protects your margin and is normal for business buyers, who claim input tax credit. "Inclusive of GST" suits retail customers who want one final figure. The risk is a bare figure with no basis, because the customer will read it as all-in.
How do I find the price before GST from an all-inclusive quote?
Divide by 1 plus the rate. At 18%, ₹1,25,000 × 100 ÷ 118 = ₹1,05,932.20 taxable value, and GST is ₹19,067.80 (₹9,533.90 CGST + ₹9,533.90 SGST within a State). The GST calculator does this for any rate.
Can a composition dealer show GST on a quotation?
No. A composition taxpayer cannot collect GST from customers. It pays its own tax at the composition rate and issues a bill of supply, not a tax invoice. Quote a single price, and untick "I am registered for GST" in the quotation maker so no tax columns appear.
Is GST payable on an advance paid against a quotation?
For services, yes. GST is due on the advance in the month you receive it, and you issue a receipt voucher (Rule 50 of the CGST Rules). For goods, a regular taxpayer pays no GST on the advance (Notification 66/2017-Central Tax), and pays the tax with the invoice.
What if the GST rate changes after I send the quotation?
The tax invoice carries the rate that applies to the supply, not the rate printed on the quote. If you quoted plus GST, the customer pays the new rate. If you quoted inclusive of GST, your taxable value changes, so revise the quote or say in the terms how a rate change will be handled.
Should quotation numbers follow my invoice series?
No. Keep quotes in a separate series with their own prefix. GST requires your tax invoice series to be consecutive and unique for the financial year (Rule 46(b)). Quotes that are never accepted would break that series if they used invoice numbers.
Do I need a new quotation if the delivery State changes?
Yes, if the place of supply moves to another State. The tax heads change from CGST + SGST to IGST, or the other way round. The total stays the same at the same rate, but the customer's input tax credit depends on the right heads. Click Revise so the new version is marked Rev. 1.
Related tools and guides
- GST bill maker (tax invoice, bill of supply, proforma)
- Quotation format guide and proforma invoice format
- GST calculator, discount calculator, profit margin calculator
- All free generators
Sources (checked 22 Oct 2026)
- Indian Contract Act, 1872, sections 2, 5 and 6: India Code
- CGST Rules, 2017: Rule 46 (tax invoice), Rule 49 (bill of supply)
- Registration thresholds: CBIC, GST: An Update
- CGST, SGST, UTGST and IGST: CBIC FAQ on GST; UTGST Union territories: GST Council
- GST rates after the 56th GST Council meeting: PIB; Notification 9/2025-CT(Rate) (Gazette)
- GST State codes: e-way bill system (NIC); GSTIN format: CBIC registration rules