Before you start: understand the request
Most lost quotes are lost before they're written. Ask the customer what they need, by when, and what matters most to them: price, speed or quality. Note any site visit details, measurements or reference work. If the enquiry came in through your website, keep it with the customer's details so nothing is retyped.
8 steps to make a quotation
1. Use a clear title and a number
Write "Quotation" at the top and give it a unique number (QT-0042). Numbers make follow-ups and conversions to invoices simple.
2. Add your business details
Name, logo, address, phone, email and GSTIN. Customers trust a quote that looks like it came from an established business.
3. Add the customer's details
Their name, company and address, plus their GSTIN if they're registered. The GSTIN and their state decide how GST is split.
4. Break the work into line items
One line per item or service with a description the customer understands, quantity, unit and rate. Avoid a single "lump sum" line: itemised quotes look fairer and get fewer questions.
5. Add HSN/SAC codes and GST
Add the HSN (goods) or SAC (services) code and GST rate for each line. Use CGST + SGST if you and the customer are in the same state, IGST if not. See CGST, SGST & IGST explained.
6. Show discounts and extra charges separately
Show the original price and the discount, and list delivery, installation or travel as their own lines. Customers like seeing what they're saving.
7. Write the terms
Validity (for example 30 days), payment schedule (advance and balance), delivery or completion time, what's included and excluded, and warranty.
8. Send it fast, then follow up
Speed wins jobs. Send the quote as a PDF or link on WhatsApp or email the same day, then set a reminder to follow up in two or three days if you haven't heard back.
Sample quotation
QUOTATION
No. QT-0042Date: 13 Oct 2026
Place of supply: Tamil Nadu (33)
Anna Nagar, Chennai, Tamil Nadu
GSTIN 33ABCDE1234F1Z5
T. Nagar, Chennai, Tamil Nadu
Payment: 50% advance
| Description | HSN/SAC | Qty | Rate | Amount |
|---|---|---|---|---|
| UI/UX design (5 pages) | 998314 | 1 job | ₹35,000.00 | ₹35,000.00 |
| Website development with CMS | 998314 | 1 job | ₹80,000.00 | ₹80,000.00 |
| Hosting & domain, 1 year | 998315 | 1 year | ₹10,000.00 | ₹10,000.00 |
Amount in words: Rupees One Lakh Forty-Seven Thousand Five Hundred Only.
Want to fill it in yourself? Download the free quotation format in Word and Excel.
Common mistakes that lose orders
- Slow replies. The first professional quote often wins, even if it's not the cheapest.
- Wrong GST. Charging CGST + SGST to an out-of-state customer (it should be IGST) makes you look careless and causes rework.
- Vague descriptions. "Interior work: ₹2,50,000" invites haggling. Itemise.
- No validity date. Without one, a customer can come back months later expecting old prices.
- No follow-up. Many customers simply forget. A polite reminder brings many quotes back to life.
Make a quotation in 60 seconds with AI
In CappsAI Studio you can type or say what you need, for example "quote for Ravi, modular kitchen 28 sq ft at ₹1,450, GST 18%". AI builds the draft from your saved prices, the app works out CGST/SGST or IGST exactly, and you review it before it's sent. Studio then shows when the customer views it, reminds you to follow up, and turns it into a GST invoice in one click.