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Free Quotation Generator

Create professional GST quotations for your business in minutes. Add line items, set a validity period, and download a polished PDF quotation ready to send to clients.

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GST Quotation Generator

Free Tool
Your Business Details
Client Details
Quotation Details
Line Items
#Item / Service DescriptionHSN/SACQtyRate (₹)GST %Amount (₹)
Subtotal₹0.00
Discount (₹)
Shipping (₹)
Total GST₹0.00
Total₹0.00
Additional Details (optional)

What is a Quotation Generator?

A quotation generator is an online tool that helps businesses create professional price quotations for their products or services. Instead of formatting quotations manually in Word or Excel, you can enter your business details, client information, and line items to generate a polished quotation with GST breakup and a defined validity period.

Quotations are sent before a sale to propose prices and terms to a potential client. They are different from invoices, which are issued after the sale is complete. Once the client accepts the quotation, it can be converted into a formal tax invoice. This free tool creates quotations with all the fields that Indian businesses need, including GSTIN, HSN/SAC codes, and GST amounts.

  • Creates professional quotations with line items, GST breakup, and validity period
  • Supports all GST rates (0%, 5%, 12%, 18%, 28%) with automatic total calculation
  • Includes optional bank details, terms and conditions, and payment terms
  • Downloads as a polished PDF ready to email or print
  • No registration or sign-up required

Convert Quotations to Invoices Instantly

Petpooja Invoice lets you create quotations and convert them to GST invoices in one click. No re-entry needed.

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How to Create a Business Quotation

Creating a professional quotation involves listing your products or services with quantities, unit rates, and applicable GST. The total quotation value is the sum of all line items plus GST, adjusted for any discounts or shipping charges. Use the GST Calculator to verify individual GST amounts.

Quotation Total = (Qty x Rate) + Total GST - Discount + Shipping

Step 1: Enter your business details including company name, address, GSTIN, and contact information

Step 2: Add client details with their name, address, and GSTIN (if registered)

Step 3: Set the quotation number, date, and select a validity period (7 to 90 days)

Step 4: Add line items with description, HSN/SAC code, quantity, rate, and GST percentage

Step 5: Review the GST total and grand total, then generate and download your quotation

Quotation Format Example

Here is a worked example for a restaurant providing an outdoor catering quotation:

Business: Sharma Restaurant, GSTIN 27AABCS1234R1ZM, Mumbai

Client: ABC Enterprises, Mumbai

Quotation No: QTN-2026-042, Valid for 30 days

Item 1: Buffet Catering (50 pax), HSN 9963, Qty 1, Rate Rs 75,000, GST 18%

Item 2: Decoration Setup, HSN 9988, Qty 1, Rate Rs 15,000, GST 18%

Subtotal: Rs 90,000

Total GST (18%): Rs 16,200

Grand Total: Rs 1,06,200

Once the client accepts this quotation, you can convert it into a tax invoice by adding the invoice number, invoice date, and place of supply for the correct CGST/SGST or IGST classification.

Difference Between Quotation and Invoice

Quotations and invoices serve different purposes in the business transaction cycle. Understanding the distinction is important for GST compliance and proper documentation. Restaurants and food businesses regularly use both documents when handling catering orders, bulk supplies, and event bookings. Learn more about GST filing requirements for restaurants.

ParameterQuotationInvoice
PurposeProposes prices and termsDemands payment for delivered goods/services
When issuedBefore the saleAfter or at the time of sale
Legally bindingNot binding (an offer)Binding payment document
GST requirementOptional (best practice)Mandatory for registered businesses
NumberingNo legal format requiredMust be sequential, max 16 characters
Place of supplyNot requiredMandatory for tax classification
ITC eligibilityCannot be used for ITCRequired for buyer to claim ITC

Key Elements of a Professional Quotation

A well-structured quotation builds trust with potential clients and reduces back-and-forth communication. While quotations are not governed by GST invoicing rules under the CBIC, including complete information demonstrates professionalism and speeds up the approval process.

  • Business identity: Company name, logo, address, GSTIN, phone, and email for credibility
  • Client details: Client name, address, and GSTIN (if B2B) for proper documentation
  • Quotation number and date: Unique reference number for tracking and follow-up
  • Validity period: Clear expiry date so the client knows the deadline for acceptance
  • Itemized list: Description, quantity, unit rate, HSN/SAC code, and GST percentage for each line item
  • GST breakup: Total GST amount clearly shown for budget planning
  • Grand total: Final amount including all taxes, discounts, and charges
  • Terms and conditions: Delivery timelines, warranties, cancellation policy
  • Payment terms: Advance requirements, payment modes, and credit period
  • Bank details: Account information for direct payment upon acceptance

How to Use This Free Quotation Generator

  • Step 1: Enter your business details including company name, GSTIN, address, and contact information
  • Step 2: Fill in your client's name, address, and GSTIN (if applicable)
  • Step 3: Set the quotation number, date, and select a validity period. The "Valid Until" date is calculated automatically
  • Step 4: Add line items with item description, HSN/SAC code, quantity, unit rate, and GST percentage. Click "Add Item" for multiple entries
  • Step 5: Enter any discount or shipping charges. The GST total and grand total update automatically
  • Step 6: Add terms and conditions, payment terms, and bank details in the additional details section
  • Step 7: Click "Generate & Preview Quotation" to see the quotation, then download as PDF

When Do Restaurants Need Quotations?

Restaurants and food businesses use quotations more often than most people realize. Any time a client requests pricing before placing an order, sending a formal quotation is better than quoting prices over phone or WhatsApp. Use the Menu Pricing Calculator to determine the right prices before creating your quotation.

  • Catering orders: Corporate events, weddings, birthday parties, and conferences that need advance pricing
  • Bulk food supply: Tiffin services, daily meal supply to offices, or institutional catering contracts
  • Event packages: Complete event setups including food, beverages, decoration, and service staff
  • Corporate tie-ups: Monthly or yearly meal plans for companies with employee dining programs
  • Franchise proposals: Pricing estimates for franchise applicants covering setup, equipment, and inventory
  • Government tenders: Many government catering contracts require formal quotations with GST breakup
FAQ

Frequently Asked Questions

Common questions about quotations, pricing proposals, and GST requirements answered clearly.

What is the difference between a quotation and an invoice?
A quotation is a document sent before a sale to propose prices and terms. It is not a demand for payment. An invoice is issued after the goods or services are delivered and serves as a formal request for payment. Quotations can be accepted, rejected, or negotiated, while invoices are binding once issued. Use our Invoice Generator to create invoices once the quotation is accepted.
Is GST required on a quotation?
GST is not legally required on a quotation since it is not a tax document. However, including GST breakup on quotations is a best practice because it gives the client a clear picture of the final cost. Most B2B clients expect to see GST amounts on quotations for budget planning and ITC estimation.
What details should a quotation include?
A professional quotation should include your business name, address, and GSTIN, the client's details, a unique quotation number, date, validity period, itemized list with descriptions, quantities, rates, GST percentages, subtotal, total GST, grand total, terms and conditions, and payment terms. Bank details are optional but helpful for faster payments.
How long should a quotation be valid?
The standard validity period for quotations in India is 15 to 30 days. For industries with volatile raw material prices such as food and hospitality, shorter validity periods of 7 to 15 days are common. Large contracts or government tenders may require 60 to 90 day validity. Always specify the validity clearly to avoid disputes over outdated pricing.
Can I convert a quotation into an invoice?
Yes. Once a client accepts your quotation, you can convert it into a tax invoice by changing the document type, adding an invoice number, updating the date, and including the place of supply for GST classification. Use the GST Invoice Value Calculator to verify the final invoice amount with correct tax breakup.
What is a proforma invoice vs quotation?
A proforma invoice looks like an invoice but is issued before delivery as a commitment to supply goods or services at stated prices. A quotation is a proposal that can be negotiated. Proforma invoices are commonly used in international trade and for advance payment requests, while quotations are used in domestic B2B sales negotiations.
Is a quotation legally binding in India?
A quotation by itself is not legally binding in India. It is an offer or proposal. It becomes binding only when the client formally accepts it in writing, at which point it may form part of a contract under the Indian Contract Act 1872. Including clear terms, conditions, and a validity period protects both parties.
How do I number my quotations?
Use a sequential numbering system with a prefix for easy identification. Common formats include QTN-001, QTN-2026-001, or QTN/MUM/001 (with city code). The numbering should be unique and chronological. Unlike GST invoices, quotation numbers do not have a legally mandated format, so choose a system that works for your business.
What GST rates apply to catering quotations?
Outdoor catering services attract 18% GST with ITC eligibility. Restaurant catering (served on premises) is 5% GST without ITC for non-AC establishments and 18% with ITC for AC restaurants. Cloud kitchen deliveries are at 5% without ITC. Use our GST Calculator to compute the exact GST amount for your catering quotation. Businesses under the composition scheme pay a flat rate instead.
Can I send quotations without GST registration?
Yes. If your business turnover is below the GST threshold (Rs 40 lakh for goods, Rs 20 lakh for services), you can send quotations without GST registration. In this case, do not include any GST breakup on the quotation. Simply quote the total price without tax. Use our Reverse GST Calculator if you need to extract the base price from a GST-inclusive amount. You can also download a ready-made invoice template for when you need formal documentation.

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Use the free Quotation Generator above to create professional GST quotations with line items, validity period, and PDF download.

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Disclaimer: This quotation generator creates quotations based on the information you provide. It is not a substitute for professional accounting software or legal advice. Petpooja does not assume any legal liability for quotations generated using this tool.