Download the free quotation templates
Both templates use the same layout: your business details, the customer, line items with HSN/SAC codes, GST and terms. The Excel version calculates line totals, CGST + SGST or IGST and the grand total for you.
Sample quotation format (filled in)
Here is what a complete quotation looks like for a web design business in Chennai quoting a customer in the same state, so GST is split into CGST and SGST.
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.
What to include in a quotation
- The word "Quotation" (or "Estimate") at the top, so it's never mistaken for an invoice.
- A quotation number, such as QT-0042, so you and the customer can refer to it later.
- Date and validity: prices change, so say how long the quote holds (15 or 30 days is common).
- Your business details: name, address, phone, email, and GSTIN if you're registered.
- Customer details: name, address, and their GSTIN if they're a registered business.
- Line items: a clear description, quantity, unit, rate and amount for each item.
- HSN or SAC codes for goods or services, so the invoice later matches.
- Taxes: GST rate and amount, split as CGST + SGST (same state) or IGST (different state). See CGST, SGST & IGST explained.
- Total in figures and words, plus any discount or extra charges shown separately.
- Terms: payment schedule, delivery time, what's included and excluded, and a signature.
Quotation vs estimate vs proforma invoice vs invoice
| Document | When you send it | Binding? | GST charged? |
|---|---|---|---|
| Quotation | Before the work, with fixed prices | Becomes binding once accepted | Shown, not charged yet |
| Estimate | Before the work, with approximate prices | Usually not | Shown, not charged yet |
| Proforma invoice | Before payment or shipment, as a commitment | Not a tax document | Shown, not charged yet |
| Tax invoice | When goods or services are supplied | Yes, a legal record | Yes |
More detail: proforma invoice format and GST invoice format.
Word, Excel or quotation software?
Word and Excel templates are fine for a few quotes a month. They get painful when you need to number quotes without gaps, copy prices from old quotes, work out GST correctly, chase customers who haven't replied, and turn an accepted quote into an invoice. That's what quotation software is for.
CappsAI Studio is a free quotation maker that does all of this: saved services with prices and HSN/SAC codes, automatic numbering, CGST/SGST/IGST from both states, share by WhatsApp, email or link, a "viewed" status, follow-up reminders and one-click conversion to a GST invoice.