A quotation is often the first formal document a customer sees from you, and it quietly decides whether they trust you with the order. A clear, professional quote makes saying "yes" easy; a vague or messy one invites doubt. Here's how to write one that wins.
What a quotation is (and isn't)
A quotation is a formal offer stating what you'll supply, at what price, and on what terms — valid for a set period. It's not a demand for payment and doesn't affect your accounts or GST (that's the job of the tax invoice later). Its only job is to help the customer decide.
What to include
- Your business details — name, address, GSTIN, contact, logo.
- Customer details — who it's addressed to.
- Quotation number and date — for easy reference later.
- A clear line-item list — description, quantity, unit price, and tax for each item or service. Don't lump everything into one vague line.
- Subtotal, tax and total — show the GST breakup so there are no surprises.
- Validity period — "valid for 15 days" protects you if prices change.
- Terms — payment terms, delivery timeline, warranty, and anything excluded.
A simple structure
Header (your branding) → Customer & quote number → Itemised table with prices → Totals with GST → Validity & terms → A short, friendly closing line inviting them to proceed.
Common mistakes to avoid
- Being vague. "Website work — ₹50,000" raises more questions than it answers. Break it down.
- No validity date. Open-ended quotes trap you when costs rise.
- Hidden extras. Spell out what's *not* included to avoid disputes later.
- Slow turnaround. A quote sent today beats a better quote sent next week. Speed signals reliability.
- Inconsistent numbering. Makes follow-up and record-keeping messy.
From quote to paid
The real efficiency comes after approval. Instead of re-typing everything into an invoice, your software should let you convert the approved quotation into a sales order and then a tax invoice in a click — carrying the items, prices and tax straight through.
That's exactly how CraveInvoice handles it: send a polished quotation, track whether it's pending or accepted, and convert it to an invoice the moment the customer says yes. See sales and invoicing for the full flow.