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How to create a quotation for a client
A quotation sets out the proposed work or products and the price before a customer agrees to buy. A clear quotation helps both sides review the scope, total and timing before an invoice is issued.
Use the InvoiceCreateAI quotation generator to prepare a document in your browser. Sign in to save quotations and reopen them later.
1. Add your business and customer details
Save your business name, address, contact information and payment instructions in Business Profile. Start a fresh quotation with Reset New Quotation, then enter the customer name and the contact details needed for the document. Check that you have permission to use the customer's information.
2. Choose a quotation number and validity date
Give the document a unique number so you can identify the correct version when discussing it with a client. Set the issue date and Valid Until date. The validity date tells the customer how long the proposed pricing applies; it is different from the payment due date on an invoice.
3. Describe each product or service separately
Use one line for each product, service or deliverable. Enter a specific description, the quantity and the unit price. Add another line rather than combining unrelated items into a single amount. The customer should be able to see what is included in the proposed price.
For example, two poster designs at ₹1,500 each and one logo design at ₹3,500 produce a subtotal of ₹6,500. A 10% discount reduces that subtotal by ₹650 to ₹5,850 before any applicable tax. Enter only the tax rate appropriate to your transaction; this example does not determine your tax obligations.
4. State scope, delivery and payment terms
Use Notes and Terms to explain delivery dates, included revisions, exclusions and any agreed advance payment requirement. Describe an advance requirement in the terms. Enter money in Advance / Partial Paid only after you have actually received it; a requested advance is not a payment received.
If you use the note builder, review every generated field. It uses built-in rules and cannot determine your complete agreement or the correct tax treatment. Keep the wording consistent with the products and services listed in the quotation.
5. Save and review before sending
Choose Save New Document and wait for the cloud status to confirm the save. Check the customer, line items, total, validity date and terms in the document preview. If saving fails, keep the tab open and use Retry cloud save. Unsaved editor changes are not saved merely by switching tabs.
Use Download / Print PDF to open the browser print dialog, then choose Save as PDF if your device supports it. Review the print preview. WhatsApp and email controls prepare a message in your chosen app; you send it yourself and can attach the PDF there. The app does not provide a public customer approval link.
6. Convert the quotation when an invoice is appropriate
After the scope and price have been agreed, open the saved quotation and choose Convert to Invoice. Review its new document number, issue date, payment due date and status before sending it. Status labels record your updates; they are not independent evidence of customer approval or a bank payment.
Quotation vs invoice
A quotation proposes a sale or service and has a validity date. An invoice requests payment for the agreed sale or service and has payment terms. Read the invoice creation guide for a worked example with tax, discount and partial payment.
Free includes quotation creation and up to five invoices per calendar month. Compare the Free and Starter plans, or contact support if you need help.