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Quotation format: items, GST, validity and payment terms

Updated: 14 November 2026

Make a quotation

A clear quotation format answers the customer’s questions before they ask: what exactly you’ll supply, at what rate, with how much GST, the final amount, how long the price holds and how they pay. A good quote wins work; a vague one starts a long WhatsApp thread.

Quick answer

  • Header: your business, the customer, quote number and date.
  • Items: description, quantity, rate and amount for each line.
  • Show GST separately, then the total. If you’re not GST-registered, quote without GST.
  • Add validity (for example 15 days) and payment terms (for example 50% advance).

What a quotation needs

PartExample
Your detailsBusiness name, address, phone, GSTIN if registered
CustomerName and address
Quote number and dateQ-2026-018, 14 November 2026
ItemsWall painting, 1,200 sq ft × ₹18 = ₹21,600
GST18% shown on its own line (CGST + SGST, or IGST for another state)
TotalAmount including GST
ValidityPrices valid for 15 days
Terms50% advance, balance on completion; materials included or not

Offering a discount? Show it as its own line so the customer sees the saving; the Discount calculator handles stacked offers. For the GST split, see CGST, SGST and IGST.

From quotation to invoice

A quotation is an offer before the work is agreed. Once the customer accepts and you supply the goods or services, bill them with the GST invoice generator using the same items and rates. When they pay, give a receipt; see the payment receipt format.

How to use the Quotation generator

  1. Open the Quotation generator and enter your business details.
  2. Add the customer and the items you’re quoting for.
  3. Set how long the prices are valid and add your payment terms.
  4. Download the PDF and send it to your customer.

Limits

GST rates depend on what you supply; check the rate that applies to your goods or services. This is not tax advice.

Sources

If this page and the official notice disagree, follow the notice.

FAQ

What should a quotation include?
Your details, the customer, quote number and date, items with rates, GST shown separately, the total, validity and payment terms.
Should a quotation include GST?
Showing GST separately makes the final amount clear. If you’re not GST-registered, quote prices without GST.
How long should a quotation be valid?
Many businesses use 7 to 30 days. Pick a period that matches how fast your costs change.
What is the difference between a quotation and an invoice?
A quotation is an offer before the work is agreed; an invoice asks for payment after you supply.
Can I add a discount to a quotation?
Yes. Show it as its own line so the customer sees it.

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