Quick answer: a good quotation states who it is from and for, a quote number and date, what exactly is being supplied (items or scope with quantities and unit prices), the taxable value, GST rate and amount, delivery timeline, payment terms, validity and a signature. Clear scope and a visible total are what get quotations approved without a round of questions.
Most lost deals are not lost on price. They are lost because the quote arrived three days late, the buyer could not tell what was included, or nobody followed up before it expired.
Fields to include
| Field | Tip |
|---|---|
| Your business name, address, GSTIN, contact | Add the salesperson's phone |
| Quote number and date | Separate series: QT/26-27/0001 |
| Customer name, company, address, GSTIN | Matches the billing entity |
| Subject | "Quotation for 40 workstations, Hinjewadi office" |
| Items or scope | Description, HSN or SAC, quantity, unit, unit price |
| Discounts | Per line or on total, shown openly |
| Taxable value, GST rate and amount | Or clearly "prices exclusive of GST" |
| Freight, installation, packing | Included or extra, not left vague |
| Delivery or completion time | From purchase order or advance |
| Payment terms | Advance, milestones, credit days |
| Validity | "Valid until 30 September 2026" |
| Terms | Warranty, exclusions, cancellation |
| Signature | Name and designation |
Leads from ads, forms and WhatsApp arrive scored and assigned. Pipelines, follow-ups and forecasts keep every deal moving.
Start free See the demoA sample quotation
Kaveri Office Systems · Baner, Pune · GSTIN 27XXXXX
Quotation No. QT/26-27/0212 · Date: 12 September 2026 · Valid until: 27 September 2026
To: Brightpath Academy, Aundh, Pune · GSTIN 27XXXXX
Subject: Classroom furniture for two new rooms
| Item | HSN | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| Student desk with bench, steel frame | 9403 | 60 | 3,450 | 2,07,000 |
| Teacher table with drawer | 9403 | 2 | 6,800 | 13,600 |
| Whiteboard 6×4 ft | 9610 | 2 | 4,200 | 8,400 |
| Taxable value | 2,29,000 | |||
| GST @ 18% | 41,220 | |||
| Total | 2,70,220 |
Delivery: 12 working days from purchase order · Installation: included
Payment: 40% advance, balance on delivery · Warranty: 2 years on frames
GST rates shown are for illustration. Always use the correct rate for each HSN on the date of the quote.
Writing quotes that get approved
- Send it the same day. Speed signals how you will deliver.
- Match the buyer's words. If they asked for "benches", do not quote "seating units".
- Offer options, not discounts. A basic and a premium line help the buyer choose.
- Put the total where the eye lands. Bottom right, bold.
- State what is not included. It prevents disputes later.
Following up without chasing
| Day | Action |
|---|---|
| 0 | Send the quote on email and WhatsApp with a one-line summary |
| 2 | Ask if the scope matches what they need |
| 5 | Share a relevant photo, case or answer to an open question |
| 2 days before expiry | Remind about validity |
| After expiry | Ask whether to revise or close |
In MizUp CRM, quotations are created from the deal, sent with a tracked link and move the deal stage when accepted. The accepted quote converts to a proforma or tax invoice in MizUp Finance, so nobody retypes line items.
Frequently asked questions
Is a quotation a legal document?
A quotation is an offer. Once the customer accepts it in writing or issues a purchase order against it, the quoted terms usually become part of the agreement, so keep prices, validity and terms accurate.
Should GST be shown in a quotation?
Yes. Show the taxable value, GST rate and GST amount, or state clearly that prices are exclusive of GST. Business buyers budget on the total.
How long should a quotation be valid?
Usually 7 to 30 days. Use shorter validity when raw material prices move quickly.
What is the difference between a quotation and an estimate?
An estimate is a rough idea of cost that may change. A quotation is a fixed price for a defined scope, valid for a stated period.
