How to make a quotation in 4 steps
- Add your business details. Your name, address, contact details and logo. They're saved for next time.
- Add the customer. Who the quote is for, and their address if you need it.
- Price the work. List each product or service with a quantity, price and any VAT or GST. Add a discount or shipping if needed.
- Set how long it's valid. Choose a "Valid until" date, then download the quotation as a PDF or send your customer a link.
What to include in a quotation
- Your business name and contact details
- The customer's name
- A unique quotation number, such as QUO-0001
- The date of the quote and how long the price is valid
- A clear description of each item or service, with quantities and prices
- Any taxes, discounts and delivery costs
- The total price
- Your terms, such as payment terms, what's included and what isn't
Quotation, estimate or invoice?
A quotation (or quote) is a fixed price you offer before doing the work. Once the customer accepts it, you're agreeing to that price. An estimate is a rough guide that may change. An invoice is the request for payment you send after the work is done or the goods are delivered.
When your customer accepts a quote, switch the document type to Invoice. Your items, customer and prices stay exactly the same, and the number moves to your invoice sequence. Or start straight away with the free invoice generator.
Why use InvoPanda for quotes
Looks professional
Four clean templates, your logo and your brand colour make every quote look polished.
Tax done for you
VAT, GST or sales tax per line, with net, tax and gross totals calculated automatically.
Send it your way
Download a PDF, print it, or share a link and QR code so the customer always has the latest copy.
Frequently asked questions
Is the quotation generator free?
Yes. You can create as many quotations as you like for free, with no account, no subscription and no watermark.
How long should a quotation be valid?
Many businesses use 14 or 30 days, but it's up to you. Set the "Valid until" date to protect yourself if your costs change.
Can I turn a quotation into an invoice?
Yes. Change the document type from Quotation to Invoice. Everything you entered stays, and the number switches to your invoice sequence.
Can I add VAT or GST to a quote?
Yes. Give each line its own tax rate and choose whether your prices include or exclude tax. The totals update automatically.
How do I send a quote to a customer?
Download it as a PDF to attach to an email, or use Share link to send it by email or WhatsApp. The customer can view and download it on any device.