Last updated: 2026-10-21
What to put in a quotation
- Your business name and contact details
- A quotation number and date
- Each item or service with quantity and rate
- GST, if you're registered, so the customer sees the final price
- How long the price is valid, and payment or delivery terms
Quotation, proforma invoice or invoice?
| Document | When to use it |
|---|---|
| Quotation / estimate | Before the customer agrees: "this is what it will cost" |
| Proforma invoice | After they agree, before delivery: often used to collect an advance |
| Tax invoice | When you supply the goods or service and charge for it |
| Delivery challan | Moving goods without a sale, e.g. job work or sending samples |
Frequently asked questions
Is a quotation legally binding?
Once the customer accepts it within the validity period, it can form a contract on the quoted terms. Write clear terms and a validity date to avoid disputes.
Should a quotation include GST?
If you're GST-registered, yes. Show GST separately so the customer knows the final amount. If you're not registered, choose "No GST".
Can I turn the quotation into an invoice?
Yes. Change "Document" to Tax Invoice, update the number and date, and print again. Your items stay as they are.
Need a receipt instead?
Payment, fee, deposit, maintenance and sale receipts.
See all generators →
Payment, fee, deposit, maintenance and sale receipts.