Free Quotation Formats
Download editable quotation templates in Word, Excel, and PDF — GST-compliant and easy to share via WhatsApp or email. Ideal for small businesses, freelancers, and retailers in India.
Create and convert quotations to GST invoices effortlessly with billing software from myBillBook — India’s top choice for growing businesses.
Download Free Quotation Formats
Access business-ready quotation formats tailored for Indian GST requirements. Choose the format that works best for your business workflow
Unlock Premium and Luxury Quotation Templates
Key Features of Quotation Format
Pre-defined Quotation Formats
Access professionally designed quotation templates with GST, discounts, totals, and terms. Instantly download in Word, Excel, or PDF — ready to use for various business types and industries.
Customise Quotation Formats
Edit item details, prices, taxes, customer name, and company branding with ease. Tailor each quotation to your specific requirements without needing Excel formulas or design skills.
Print or Share Quotation Instantly
Convert your quotation into PDF and share directly via WhatsApp, email, or print. Ideal for field visits, remote communication, or record-keeping with clients, suppliers, and internal business documentation purposes.
Convert Quotation into Invoice
With one click, turn an approved quotation into a GST invoice. Save time, reduce manual errors, and speed up your billing process with auto-filled invoice generation inside myBillBook.
Complete Billing Software
myBillBook offers quotation creation, invoicing, inventory, payments, and reporting — all in one platform. Improve efficiency, reduce billing mistakes, and grow your business with powerful billing.
Create Quotations on the Go
Generate, customise, and send quotations directly from your phone. Stay productive while travelling or visiting customers by using myBillBook’s mobile app for real-time quotation creation.
What is a Quotation
A quotation is a formal document provided by a seller to a buyer detailing the costs involved in purchasing specific products/services. A quotation is more formal than an estimate as it mentions all types of costs involved in the sale, including GST, discounts, shipping charges and so on, whereas an estimate shows only the major costs of the sale.
A quotation, however, is not a legally binding document and is just for a mutual understanding between the two parties about the deal and its terms.
Draft quotes today and bill tomorrow with myBillBook free invoice maker.
Quotation Format
As quotations are not legal documents of sale, no specific format has been prescribed. Businesses can generate quotations in their own formats, making sure all the details are covered. Once a deal is finalised, a quotation can be converted into an invoice. Thereafter, the quotation holds no value in the books of accounting.
Quotation Format – Details to Include
Having a standard quotation format helps businesses save time, so they don’t have to search for a new format every time they generate a quotation. While creating a format, make sure all the details mentioned here are added to make it comprehensive.
- Seller’s Company Name, Address, and Contact Details
- Quotation Number
- Buyer’s Name and Business Contact
- Quotation Date
- Item Details
- Name
- Quantity
- Price
- Discount
- Tax (CGST/SGST)
- Total Amount
- Payment and Sale Terms and Conditions
A quotation looks almost similar to an invoice. However, the purpose for which both are used is different. If you’re creating a quotation online using billing software, it can be converted into an invoice once the buyer agrees to the deal.
Quotation Format in Word or Google Docs
Using MS Word is one of the easiest ways to create a quotation format in Word. Using the sample quotation format, you can create a similar one in a blank Word document. MS Word also offers some pre-designed templates, which can also be used as a quotation format. Search for Invoice Format in Word; with slight changes, it can be converted into a quotation template in Word.
Another method is to create a quotation format in Word from scratch. Using the sample quote format provided above, open a blank Word document, create a similar document with your business details, and save it as a quotation template in Word. Make sure to insert all the contents listed above.
Whenever you wish to generate a quote, open the quotation format in a Word document, make a copy of it, fill in the details, save it with a different name and use it. Make sure not to make any changes to the original quotation format in a Word document.
If you don’t have MS Word, you can follow a similar procedure to create a quotation format in Google Docs, which is a free source. All you need is a Google account to access G-Docs.
Quotation Format in Excel or Google Sheets
MS Excel has the edge over MS Word as it allows tables and formulas to auto-populate information. For instance, the total price of the products in a quotation can be auto-generated by inserting a formula. Similarly, an Excel sheet can automatically calculate the date, tax rate, discount, etc.
If you want to create a quotation format in Excel, you can do it in a blank Excel Sheet or search for some quotation or invoice templates, if available. You can use any sample quotation format as a reference to create a quotation format in Excel.
If you don’t have access to Excel, you can also use Google Sheets to create a quotation format in Google Sheets. It is a free source available to everyone having a G-mail account.
Quotation Format in PDF
To create a quotation format in PDF, you should first create a quotation format in Word or Excel using the above-mentioned details.
Once it is ready, you can download it as a PDF to view a quotation format in PDF. However, you cannot make any changes once the file is downloaded. Therefore, fill the quotation format in Word with all the required details, and once you’re sure that the data entered is correct, you can download it as a PDF.
One advantage of using PDF quotations is that the data cannot be edited or changed. Especially when sharing online, quotation format in PDF is safer than quotation formats in Word and Excel. However, any quotation format is fine when taking hard copies, i.e., as printouts.
For businesses, especially in retail, leveraging tools like retail billing software can further streamline the process of generating accurate quotations and invoices. However, any quotation format works well when taking hard copies as printouts.
Frequently Asked Questions
Can I use myBillBook Quotation Generator for free?
You can create up to 14 quotations for free on the myBillBook quotation generator. After that, you need to subscribe to avail of the service.
Quotation format in Word or Quotation Format in Excel, which is better?
Quotation format in Excel is easy to use compared to quotation format in Word as the rows and columns in sheets are predefined.
Can I trust myBillBook billing software with my business data?
Another important factor that makes myBillBook more reliable than any other online quotation generator is the safety and security of the information entered during the quotation generation process. All the information entered in myBillBook is end-to-end encrypted and is saved in secured cloud servers accessible only by authorised personnel. Further, the application takes regular backups to prevent any data loss.
What is the difference between quotation format and invoice format?
Both quotation and invoice formats might look almost similar, but the difference lies in the purpose they’re used for. While a quotation is generated even before the sale is confirmed, an invoice is generated before or after delivering the goods or services.
Is myBillBook quotation maker expensive?
By subscribing to myBillBook with a nominal fee, you will experience a lot more benefits than just quotation generation. myBillBook is a complete billing & accounting software that takes your bookkeeping practices to the next level. The basic plan starts at INR 399 per month.
What are the key components of a quotation format?
A standard quotation format includes seller and buyer details, item description, quantity, rate, total amount, applicable GST, payment terms, and validity period — all structured in a professional layout.
Is GST mandatory in a quotation format in India?
If your business is registered under GST, it's mandatory to include GST percentage, HSN/SAC codes, and GST breakdown in your quotation format to ensure compliance and avoid future disputes.
Can I customise the quotation format downloaded from myBillBook?
Yes, all quotation formats on myBillBook are fully customisable. You can edit fields like business name, item details, pricing, taxes, and even branding elements like logo or header notes.
How do I convert a quotation format to an invoice format?
In myBillBook, you can convert any quotation format into a GST invoice in one click. It auto-fills all quotation details, saving time and reducing manual errors in the invoicing process.
Which quotation format is best for Indian businesses?
Excel quotation formats are preferred by many Indian businesses for their ease of calculation. However, Word and PDF formats offer more flexibility in design and printing options.
