Templates
Quotation format with GST: free Excel, Word and PDF download
A quotation that shows the price, the GST and the terms the way the invoice will, so the customer agrees once and nothing changes when you bill.
Free download, no sign-up
Filled with the sample shown. The Excel file has formulas for tax and totals.
In short
A quotation is the price offer you send before a sale: items, rates, GST, total, validity and terms. No GST rule prescribes it. This format is a free download, and SimpleERP turns an accepted quotation into an invoice.
Lakshmi Steel Furnitures
GSTIN 33AAACL1234A1ZG
Quotation
QTN-2026-27-0031
Quotation for: Annai Enterprises
- Office chair mesh40 Nos
- LED panel 2×212 Nos
What this document is for
A quotation tells a customer what you will supply, at what price and on what terms, before they commit. It is not a tax document: GST is charged on the invoice that follows, not on the quote.
- Price an enquiry in writing, with tax shown so the total is not a surprise
- Fix the terms before the order: validity, delivery, freight and payment
- Carry the same lines into the invoice, so what was agreed is what is billed
Contents
What a quotation should contain
No rule lists what a quotation must say, so these are the fields a buyer's purchase team and your own accountant expect. The full table is further down.
- Your business name, address and GSTIN
- A quotation number and date, and the date it is valid until
- The customer's name, address and GSTIN
- Each item with HSN, quantity, unit and rate
- GST shown separately, with the total
- Delivery, freight and payment terms
How to fill it
How to fill the template
The download comes filled with quotation QTN-2026-27-0031 from Lakshmi Steel Furnitures to Annai Enterprises, Coimbatore. Replace the sample with your own; the Excel totals recalculate.
Put your details in the header
Business name, address and GSTIN, once, then save it as your own file.
Number, date and validity
Use a series such as QTN-2026-27-0001 and give a valid-until date, usually 15 to 30 days.
Add the lines with HSN and GST rate
Quote the rate before tax and let the template add GST, so the buyer sees both.
Write the terms
Delivery time, who pays freight, advance and balance payment, and warranty if any.
| Description | HSN or SAC | Quantity | Rate | Taxable value | GST |
|---|---|---|---|---|---|
| Office chair mesh | 9401 | 40 Nos | ₹6,450.00 | ₹2,58,000.00 | 18% |
| LED panel 2×2 | 9405 | 12 Nos | ₹1,850.00 | ₹22,200.00 | 18% |
| Total | How it is worked out | Amount |
|---|---|---|
| Taxable value | Sum of the lines | ₹2,80,200.00 |
| CGST | 9% of the taxable value | ₹25,218.00 |
| SGST | 9% of the taxable value | ₹25,218.00 |
| Round off | To the nearest rupee | ₹0.00 |
| Grand total | Taxable value plus GST, rounded | ₹3,30,636.00 |
SimpleERP
Make it in SimpleERP instead
In SimpleERP a quotation uses the same customers, products and GST rates as your invoices. When the customer says yes, mark it accepted and convert it to a sales order or straight to an invoice without retyping a line.
- Quotation numbers by financial year, assigned for you
- An expiry date, after which the quotation shows as expired
- Convert to a sales order or invoice in one step
- Print or save as PDF on clean A4
Illustration of the keyboard-first invoice editor with a focused line, live tax totals and shortcut hints.
Fields
Every field on a quotation, and why
No rule prescribes a quotation. The fields mirror the rule 46 tax invoice, so the invoice that follows matches what was quoted.
| Field | Required | Why |
|---|---|---|
| Your business name, address and GSTIN | Good practice | The other side needs it to raise or match a tax invoice later. |
| Document number and date | Good practice | A numbered series lets both sides refer to one document without confusion. |
| Party name, address and GSTIN | Good practice | The customer or supplier the document is addressed to. |
| Item description, HSN or SAC, quantity, unit and rate | Good practice | The same detail the tax invoice will carry, so nothing changes in between. |
| Tax shown separately | Good practice | Shows CGST and SGST or IGST so the price is not mistaken for tax inclusive. |
| Total and amount in words | Good practice | One figure both sides agree to. |
| Terms: validity, delivery and payment | Good practice | Avoids a dispute when prices or dates move. |
| Signature | Good practice | Of the person who can commit the business. |
Source: CGST Rules 2017, rule 46, verified 10 October 2026.
Common mistakes
Mistakes to avoid on a quotation
- No valid-until date, so a customer holds you to an old price months later
- Quoting a single figure without saying whether GST is included
- Leaving freight and loading out, then adding them on the invoice
- Using a different HSN or GST rate on the quotation and the invoice
- Calling the quotation a tax invoice, which the buyer cannot claim credit on
Honest limits
What this format does not cover
- A proforma invoice: SimpleERP does not make one, and a quotation with GST shown serves the same purpose for most buyers
- Price lists per customer: rates are typed or taken from the product
- Quotations in foreign currencies
Getting started
Start with your first invoice
Sign up with your phone
Name, phone number and a password. No card for the seven-day trial, and email is optional.
Tell us about the business
Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.
Add what you sell
Add products with HSN, unit, price and GST rate, one at a time or from a CSV with opening stock.
Post your first GST invoice
Pick the customer, add lines and save. Your first GST invoice can be out within 10 minutes of signing up.
FAQ
Questions, answered
Is a quotation mandatory under GST?
No. GST applies to the supply, and the tax invoice is the document the rules prescribe. A quotation is a commercial offer, so you can use any layout, though showing GST separately avoids arguments later.
Can I use this format in Excel with formulas?
Yes. Each line's taxable value, CGST, SGST and total are formulas, and so are the round off and grand total. Change a quantity or rate and the quotation total follows.
Should a quotation include GST?
Show it separately. Quote the rate before tax and add CGST and SGST or IGST below, so the buyer knows the landed cost and can plan input tax credit.
What is the difference between a quotation and a proforma invoice?
A quotation offers a price before the order. A proforma invoice is usually sent after the order, often to collect an advance. Neither is a tax invoice, and neither lets the buyer claim input tax credit.
Related
Keep reading
GST billing
Tax invoices with CGST, SGST or IGST by place of supply, HSN on every line and a UPI QR on the print.
Read moreGST invoice format
A GST tax invoice format with every rule 46 field, as a free Excel, Word and PDF download.
Read moreQuotation
A priced offer sent before a sale, with items, rates, GST, total and the date the prices hold until.
Read more
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