Business quotations with line items, GST, discount, terms. Instant PDF. GST-registered or non-GST — both supported.
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In Indian B2B sales, three documents work together in sequence. The Quotation is the first contact — an informal offer with pricing. The Proforma Invoice follows once the buyer agrees in principle — a formal commitment used for advance payment. The Tax Invoice (GST Invoice) comes last — the legal document after goods ship or services complete.
Business name + GSTIN (if registered), customer name + address, quote number, date, items with HSN/SAC code and quantity + rate, taxes clearly broken out (CGST+SGST for intra-state, IGST for inter-state), total in words, validity period, terms of payment and delivery.
Send a quotation when the buyer is still evaluating — comparing vendors, approving budget, or asking for formal pricing before placing an order. For simple B2C sales where the customer is already decided ("I'll take 10 kg sugar"), skip the quote and issue a direct cash memo or GST invoice. B2B deals, custom work, government tenders and anything with multi-day sales cycles always benefit from a formal quotation on paper.
Set an explicit "Valid until" date. Prices in India fluctuate — raw materials, currency rates, GST changes. A quote without an expiry becomes a liability if the buyer accepts it six months later and expects the old price. Standard practice: 15 days for commodities (steel, cement, textile), 30 days for services (design, consulting), 7 days for seasonal items. State clearly on the quote.
Forgetting the GSTIN when you're registered — makes the buyer question whether they can claim ITC. Not specifying HSN / SAC codes for GST line items. Vague descriptions ("Services" instead of "Website design — 5-page corporate site"). No breakdown of taxes (buyer can't tell what's included). Missing payment terms (buyer assumes credit when you expected advance). No validity period. Signing but not stamping the quotation — Indian B2B buyers often need a company seal + signature for internal approval.
Not strictly. It's an invitation to offer. Once the buyer confirms (by email or PO), a contract forms. Keep validity to 15-30 days to protect against price changes.
Show GST clearly if you're registered. Buyer needs it for budgeting and ITC claim.
Quotation is informal "here's what it'd cost". Proforma is formal "commit — pay the advance, I'll ship". Both are pre-sale, but proforma is a step further.