This free Price Quotation template is a ready-to-use document you can fill in, export and send today. Clean general price quotation for suppliers to quote products, quantities, and totals to business clients fast. Use it to put a fixed, itemised price in front of a buyer with an expiry date attached. Every field is editable, the preview updates as you type, and the finished file downloads as PDF or Word with no watermark and no sign-up.
Preparing a GST-ready price quotation in India
A quotation in India is a pre-sale document, so it does not need a full tax invoice's compliance, but buyers increasingly expect it to be GST-ready so they can see the landed cost. A clean format lists each item with description, quantity, unit rate and taxable value, then columns for the applicable GST: CGST and SGST for intra-state supply, or IGST for inter-state, each with its rate and amount, ending in a grand total. Showing the HSN or SAC code per line is good practice and mirrors what the eventual tax invoice will carry.
State a validity period so the pricing is not open-ended. Wording like "This quotation is valid for 15 days from the date of issue; prices are subject to revision thereafter" is standard and protects you from currency or input-cost swings. If terms such as advance payment, delivery timeline or freight apply, list them below the totals so there is no ambiguity when the buyer accepts.
Use clear revision numbering when a quote changes. Label successive versions as Rev 1, Rev 2 and so on with dates, rather than overwriting the same document, so both sides know which pricing is current. Converting an accepted quotation to a tax invoice is then simple: carry over the same line items and GST breakup, add a sequential invoice number and the buyer's GSTIN, remove the validity note, and reference the original quotation number for traceability.
Who this Price Quotation template is for
- Trades and service businesses pricing defined jobs
- Agencies and freelancers quoting a scoped engagement
- Suppliers responding to a request for pricing
What's included in this Price Quotation template
- Company name
- Address
- Phone
- Client name
- Client company
- Quote number
- Quote date
- Valid until
- Subtotal
- Tax rate
- Tax
- Total
- Notes
How to use this Price Quotation template
- 1Restate in one line what the client asked for — it proves you listened.
- 2Itemise: description, quantity, unit price, line total.
- 3Write what is included, then write what is explicitly excluded.
- 4State a validity period. Thirty days is standard.
- 5Add an acceptance signature line, which turns the quote into an order.
Price Quotation: mistakes to avoid
- Write the exclusions before the inclusions. It shows you where the project leaks.
- Always show tax on its own line. A tax-inclusive total hides your rate.
- A lone total invites "cheaper?". An itemised one invites "what can we remove?".
- Carry the accepted line items straight into the invoice, word for word.
Frequently asked questions
How long should a Price Quotation stay valid?
State an explicit validity period — thirty days is standard. Without it a client can accept your price months later, after your costs have risen. The expiry also creates gentle urgency without you discounting.
What is the difference between a quotation and an estimate?
A quotation is a fixed price for defined work and is generally binding once accepted within its validity period. An estimate is an approximation that may change as the scope firms up.
Should tax be shown separately?
Always. A tax-inclusive total hides your actual rate and confuses the client's finance team. Show taxable value, rate, tax amount and grand total on separate lines.
Can I turn it into an invoice once accepted?
Yes, and you should reuse the same descriptions and numbers. Rewriting them introduces discrepancies that delay payment.