| Description | Qty | Unit price | Line total |
|---|
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How to write a quotation
- Put your business name and contact details at the top, with a quotation number and today's date.
- Name the customer and describe each item or service, with the quantity and the price per unit.
- Add any discount you are offering and the tax rate you charge.
- State how long the price is valid. A short validity (7 to 30 days) protects you if your costs change.
- Add a deposit if you ask for one, and your terms (delivery, payment, what is not included).
- Print or save the quote as a PDF and send it. When the customer accepts, you turn it into an invoice.
The formulas
Discount amount = Subtotal × Discount % · Tax amount = (Subtotal − Discount amount) × Tax %
Total = Subtotal − Discount amount + Tax amount
Deposit = Total × Deposit % · Balance = Total − Deposit
Worked example (example numbers)
| Item | Qty | Unit price | Line total |
|---|---|---|---|
| Design work | 1 | 400.00 | 400.00 |
| Materials | 20 | 12.50 | 250.00 |
| Labour (hours) | 8 | 25.00 | 200.00 |
| Subtotal | 850.00 | ||
| Discount 5% | −42.50 | ||
| After discount | 807.50 | ||
| Tax 10% | +80.75 | ||
| Total | 888.25 | ||
| Deposit 30% | 266.48 | ||
| Balance | 621.77 |
Valid for 14 days. Amounts are rounded to two decimals.
Frequently asked questions
What is a quotation?
A written offer with a price for specific goods or services, usually valid for a set time. The customer decides whether to accept it.
What is the difference between a quotation, an estimate and an invoice?
A quotation is a fixed price offer. An estimate is a rough price that may change. An invoice is a request for payment after the work or sale. Wording differs between countries, so say clearly in your notes whether your price is fixed.
Is a quotation legally binding?
It depends on your country and on what you write. In many places an accepted quotation forms an agreement. Write your terms clearly and ask a local adviser if the job is large. This tool is not legal advice.
How long should a quotation be valid?
Most small businesses use 7 to 30 days. Use a shorter time if your supplier prices change often.
Should I ask for a deposit?
Many service businesses ask for 20% to 50% before starting. Enter a percentage and the quote shows the deposit and the balance.
Can I add tax and a discount?
Yes. Both are optional percentages. Tax is calculated after the discount.
Is my data saved?
No. It stays on your screen until you print or save it, and we never receive it. Save the PDF if you need a copy.
How do I turn an accepted quote into an invoice and track the sale?
Create the invoice with our free invoice generator, or use the free Daily Sales Record app to record the sale, keep the customer and send professional invoices from your phone.
More free tools for small businesses
- Free Invoice Generator
- Free Receipt Maker
- Free Daily Cash Book
- Free Stock Sheet
- Free Daily Sales Tracker
- Free Profit Margin Calculator
- Marketplace Seller Profit Calculator
Need everything in one place? Daily Sales Record manages customers, products, stock, invoices and sales reports on your phone. See all free business tools.