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How to write a quotation that gets accepted
A quotation — many people say "quotation bill" — tells a customer what a job or an order will cost before you start. A clear one wins the work and prevents arguments later about what was agreed. Here is what to put on it.
1. Your details, the customer, and a quotation number
Your business name, phone and address at the top, then the customer's name and phone. Give every quotation its own number (QT-0001, QT-0002…) and a date, so when the customer calls back you can find the right one at once.
2. The items, line by line
One line for each product or piece of work, with the quantity, the rate and the amount. Be specific: "Supply and fix 6 mm glass, 4 × 3 ft" says much more than "glass work". If a price depends on something you cannot know yet, write that on the line ("excluding wiring behind the wall").
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Cabinets (per ft) | 14 | 6,500 | 91,000 |
| Granite (sq ft) | 18 | 1,200 | 21,600 |
| Fitting, labour | 1 | 15,000 | 15,000 |
Amounts in rupees: laminated kitchen cabinets by the running foot, a granite top by the square foot, and fitting. Total Rs 127,600 before any discount or tax.
3. A "valid until" date
Prices of material change. Write how long your prices hold — commonly 7 to 30 days. After that date you can quote again at the new rate without an argument.
4. Advance and payment terms
Say what you need before you start and when the rest is due, for example "50% advance, balance on completion". For big jobs, split it by stage. Add your bank account or wallet number so the advance can be sent straight away.
5. What is not included
Most disputes come from things the customer assumed were included. Write them down: transport, taxes, extra material, work on weekends, the time the job will take.
6. Send it, follow up, then turn it into a bill
Send the quotation as a PDF on WhatsApp and call after a day or two. When the customer agrees, the same items become the bill — in the InvoiceMate app that is one tap, so nothing is typed twice.
Quotation, estimate or invoice?
- Quotation — a fixed price for a defined job or order, valid until a date.
- Estimate — your best guess when the final cost may change, common for repairs. See the estimate format.
- Invoice or bill — after the work, asking for payment. See how to make an invoice.
Make one now
Use the free quotation maker to fill one in online and download a PDF, or download the quotation format in Word, Excel or PDF, in English or Urdu.
Questions
What is a quotation bill?
The everyday name for a quotation: the price list for a job or order, given before the work starts. It becomes a bill once the customer agrees and the work is done.
How long should a quotation be valid?
Usually 7 to 30 days. Write the date on the quotation so the customer knows when prices may change.
Should I ask for an advance?
For work that needs material or many days, yes. Write the advance and when the balance is due on the quotation itself.
Can I write a quotation in Urdu?
Yes. Download the Urdu quotation format, or choose اردو as the document language in the quotation maker.
Can a quotation become an invoice?
Yes. In the InvoiceMate app an accepted quotation turns into an invoice with the same items in one tap.