Free Quotation Maker: Create a GST Quotation and Save It as a PDF

1. Choose the document. Quotation is selected. Switch to proforma invoice or estimate with the Document buttons if that is what you need.
2. Enter both parties. Your name, address and GSTIN, then the customer's. The first two digits of a GSTIN are the state code.
3. Set the number, the dates and the place of supply. The place of supply decides the tax split. If it matches your state the quotation shows CGST and SGST, otherwise IGST.
4. Add the lines. Description, HSN or SAC code, quantity, rate, discount per cent and GST per cent. The discount reduces the taxable value before tax is worked out.
5. Edit the terms, then press Print / Save PDF. Only the quotation is printed, with the amount in words and a signature block. Choose Save as PDF in the print window to get a file.

The tool does not keep your quotation after you leave the page. Save the PDF if you will need it again, or use one of the downloadable formats below.

A quotation is the moment a conversation becomes a commercial commitment. It fixes the specification, the rate, the tax treatment and the delivery expectation, and everything that follows — the purchase order, the invoice, the payment terms — is built on top of it.

In most small and mid-sized Indian businesses, that document is produced in Word or Excel by whoever is free. They open the last quotation sent to a similar customer, change the name, adjust the quantities, and update the rate if they remember to. Sometimes the HSN code from the old file survives into a quote for a different product. Sometimes the tax split is wrong because the previous customer was in the same state and this one is not.

A quotation maker exists to make those errors structurally impossible, and to keep the quotation attached to a follow-up plan instead of an outbox.

Illustrative examples only. Use the HSN or SAC codes and the rates that actually apply to your goods and services. You can rebuild any of them in the tool above in a minute.

Sample 1: goods with a line discount, customer in the same state

The customer is in the same state, so tax is split into central and state components at nine per cent each. The five per cent discount comes off the first line before tax.

Had the customer been in another state, the same taxable total of ₹90,750 would carry a single integrated tax line instead of two. Nothing else about the document changes, which is precisely why this should be derived rather than typed.

Sample 2: services for a customer in another state

A web agency in Gujarat quoting a client in Maharashtra. The place of supply is a different state, so the quotation carries one IGST line at eighteen per cent.

Sample 3: items at different GST rates on one quotation

An office pantry supplier quoting tea and sugar at five per cent alongside a vending machine and its installation at eighteen per cent, to a customer in the same state. Each line keeps its own rate, and the tax is the sum of the two groups.

Three masters and one document. Get the masters right and each quotation becomes a short assembly job rather than a careful retyping exercise.

The tool makes all three. They look alike and do different jobs.

• Quotation. A firm price offer for a defined scope, valid until a date. See the quotation formats and the quotation letter format.
• Proforma invoice. Sent once the customer has agreed, to confirm the order and request an advance. It is not a tax invoice. See the proforma invoice format.
• Estimate. An approximate price for work whose final amount depends on what is found or used. See the estimate bill format.

When the work is done or the goods are supplied, the document that follows is a tax invoice, which you can lay out with the GST invoice generator.

The same layout is available as editable files: a Word quotation format, an Excel quotation format with the GST formulas built in, and a print-and-fill PDF. How the spreadsheet works, cell by cell, is explained in quotation format in Excel.

A Word template plus a disciplined item list produces perfectly good quotations. The reason to move is almost never the document. It is that a quotation sent and never followed up is the most expensive thing a small sales team produces.

In HelloGrowthCRM that is the job of the quote builder and quote tracking. What to say when you chase an open quotation is covered in the quotation follow-up guide.

Applying the discount after tax

It changes the total and creates a mismatch at invoicing. Reduce the taxable value and let tax follow.

Copying HSN codes from an old file

Classification belongs to the item, not to the document. A stale code on a quotation becomes a wrong code on an invoice.

Omitting the validity date

A quotation without an expiry is an open-ended price commitment, and customers do produce them months later.

Not recording why a quote was lost

Price, delivery time and specification are very different problems. If every lost quote is filed as price, you will keep discounting to fix something else.

Related tools and reading: the tool library, CRM vs Excel, sales automation, CRM for small business, best CRM in India, and India pricing.