How to Create a Quotation for a Customer in Singapore

Creating a quotation for a customer in Singapore involves preparing a clear document that details your offer, pricing, and terms. This ensures your customer understands your proposal and can make an informed decision. A professional quotation reduces confusion and speeds up the sales process.

Why this comes up / what goes wrong

Small business owners in Singapore often need to send quotations but may be unsure what to include or how to format them correctly. Without a clear process, quotations can be incomplete, unclear, or delayed. This leads to lost sales because customers hesitate or get confused about pricing or terms. Common problems include missing GST details, no expiry date, incorrect pricing, and unclear payment terms.

Step-by-step

1. Prepare your business details: Include your company name, address, contact number, email, and GST registration number if your business is GST-registered. This identifies your business clearly to the customer.

1. Add customer details: Write the customer's full name, company name (if B2B), address, and contact information.

1. Assign a quotation number and date: Use a unique reference number for the quotation and include the date of issue. This helps track and reference the quotation later.

1. List products or services: For each item, specify a clear description, quantity, unit price in SGD, and the total price for that item.

1. Calculate subtotal: Add up the total prices of all listed items.

1. Add GST if applicable: If your business is GST-registered, calculate GST on the subtotal (currently 8% NEEDS EXPERT REVIEW). Show GST as a separate line item.

1. Calculate grand total: Add the subtotal and GST to get the final amount payable.

1. Specify payment terms: State the payment methods accepted, due date for payment, deposit requirements, or credit terms.

1. Set quotation validity period: Indicate how long the quotation is valid (e.g., 30 days) to prevent disputes if prices change.

1. Add special terms or notes: Include delivery timelines, warranty information, or other conditions relevant to the offer.

1. Review the quotation: Check all figures, spelling, and contact details carefully.

1. Send the quotation promptly: Use email or a CRM tool that supports quotation tracking to send the document.

Example (fictional figures)

An F&B supplier in Woodlands issues a quotation on 15/06/2024 to a cafe owner for coffee supplies:

Item	Quantity	Unit Price (SGD)	Total (SGD)
Organic Coffee Beans (1kg)	10	S$50	S$500
Coffee Filters (pack of 100)	5	S$20	S$100

Subtotal = S$500 + S$100 = S$600

GST (8%) = S$600 × 8% = S$48

Grand Total = S$600 + S$48 = S$648

Payment terms: 50% deposit within 7 days, balance on delivery.

Quotation valid for 30 days from 15/06/2024.

Common mistakes

• Missing GST details: Always specify if GST applies and show it as a separate line item to avoid confusion.
• No quotation expiry date: Omitting validity can cause disputes if prices change. Always include a clear expiry date.
• Incorrect calculations: Double-check all sums or use a calculator to prevent errors.
• Incomplete contact details: Ensure both your and the customer's contact info are accurate for follow-up.
• Delays in sending quotations: Late quotations can lose customers. Use tools like the quoting feature in WhatsApp and SMS CRM to send quickly (/product/whatsapp-sms-crm).
• Not tracking quotation status: Without follow-up, quotations may be forgotten. A CRM with quotation status tracking alongside follow-up tasks helps here (/product/crm-dialer).

Doing this in HelloGrowthCRM

HelloGrowthCRM includes a quoting and proposal tool that lets you build, send, and track quotations directly from the deal record. You can see the quotation status (sent, viewed, accepted) on the same screen as your follow-up tasks, helping you stay organised. After the sale, service requests remain on the same customer record, simplifying customer management (/product/customer-health-score). For founders without a sales manager, Managed RevOps support ensures someone works your follow-up queue weekly, preventing leads from slipping through (/services/managed-revops).

Frequently asked questions

How do I create a customer database in Singapore? Start by collecting customer details like name, contact info, and purchase history. Use a spreadsheet or CRM to organise this data securely. Tools that integrate WhatsApp and SMS, like HelloGrowthCRM, help manage customers and track interactions efficiently (/singapore).

What should I include in a quotation for Singapore customers? Include your business and customer details, quotation number and date, an itemised list with quantities and prices, GST if applicable, payment terms, and quotation validity. This clarity helps avoid misunderstandings.

Can I send quotations via WhatsApp? Yes. Sending quotations via WhatsApp speeds up communication. WhatsApp and SMS CRM tools allow you to send quotations and follow up without switching apps (/product/whatsapp-sms-crm).

How do I follow up on a quotation? Set reminders to contact customers after sending quotations. A CRM that shows quotation status alongside follow-up tasks helps you manage timely follow-ups (/product/crm-dialer).

Key takeaways

• Include clear business and customer details in every quotation.
• Itemise products or services with quantities, unit prices, and calculate totals including GST.
• Specify payment terms and quotation validity to avoid disputes.
• Review all figures and contact details carefully before sending.
• Send quotations promptly and track their status for effective follow-up.
• Use CRM tools that integrate WhatsApp and SMS for faster communication and easy quotation management.

Start creating your quotations today with a CRM that supports quoting and follow-up. Start on the Free Forever plan (200 leads, no credit card).