Quotation generator

Fill in the scope, set how long the price stands, and download a PDF. When the client says yes, duplicate it and the invoice carries the same figures.

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What it looks like

A filled example. Your own figures replace these.

How to write a quotation that wins the job

A quotation is a price you are prepared to be held to. That single sentence is the whole difference between a quotation and an estimate, and getting it wrong is how a profitable job turns into a loss halfway through.

Quote, estimate, proforma

  • A quotation is a fixed price for a defined scope, open until a stated date
  • An estimate is an informed guess that is expected to move as the work is understood
  • A proforma invoice is a quotation formatted as an invoice, usually so the buyer can raise a purchase order or arrange an advance payment

Use the right word on the document. A client who treats your estimate as a quotation is not being difficult; they read the heading you printed.

What goes on it

  • The word Quotation, a quote number and the date
  • Your details and the client's
  • A scope broken into line items, each with quantity, rate and amount
  • Tax, if you are registered, shown as its own line
  • The total, and whether it includes tax
  • A validity date: how long this price stands
  • What happens next: how the client accepts, and what you need before you start

Scope is the price

Two lines reading Website design and Website design, 12 pages including two rounds of revisions are the same price and completely different commitments. Write the quantity into the line item. Round numbers in the description are what you point at in month three when a thirteenth page appears.

Name the exclusions too, in the notes: content writing, photography, hosting, third party licences. A short list of what is not included prevents the most common cause of an unpaid final invoice.

Validity

Put a date on it. Thirty days is the usual window and it protects you twice: your costs can change, and a quote with no expiry invites a client to accept it eight months later at a price you no longer want to honour. Invoicora prints the validity date on the quotation templates and keeps it next to the quote number, where it is read.

A worked example

Quotation with 5 per cent tax
Brand identity, 3 concepts, 2 revisions
18,000.00
Website design, 12 pages
11,400.00
Subtotal
29,400.00
Tax 5%
1,470.00
Total
AED 30,870.00
Valid until
15 Nov 2026

The total is what the client approves. If the scope changes after acceptance, quote the change separately rather than revising this document.

Turning it into an invoice

Once the client accepts, the fastest and safest path is to duplicate the quotation and change the document type. The figures and the scope carry over unchanged, which means the invoice cannot disagree with the quote the client approved, and you get a new invoice number in your own sequence.

Duplicate from the toolbar, switch the document type to Invoice, and the number advances automatically while the line items stay exactly as quoted.

Sources last checked 2026-10-16

Common questions

What is the difference between a quotation and an estimate?
A quotation is a fixed price for a defined scope that you are prepared to be held to. An estimate is an approximation expected to change as the work is defined.
How long should a quotation be valid?
Thirty days is the common window. Always print a date, because a quotation with no expiry can be accepted long after your costs have changed.
Should a quotation include tax?
If you are registered for VAT, GST or sales tax, show it as a separate line and state whether the total includes it. If you are not registered, leave tax off entirely.
Does a quotation need a number?
It is not legally required in most places, but number them anyway. It is how you and the client refer to the same document when the invoice follows.
Is a quotation legally binding?
Once the client accepts it within its validity period, it generally forms the basis of the agreement. That is exactly why the scope and the exclusions deserve care.
Can I turn a quotation into an invoice?
Yes. Duplicate it, change the document type to Invoice, and the scope and figures carry over so the two documents cannot disagree.
Do I need an account to make a quotation here?
No. There is no signup, no watermark and no limit, and nothing you type leaves your browser.