Free Quotation Generator
Create a professional business quotation with a validity date and itemized pricing, then download it as a PDF. 100% free, no signup required.
- Draft your offer with a "Valid Until" date.
- Send the PDF and get written acceptance.
- Invoice the same items once accepted.
What is a Business Quotation?
A quotation is a formal price offer you send to a prospective client before any work begins.
Unlike an invoice, a quotation does not request payment. It tells the client exactly what you will deliver and at what price, and it protects both sides:
- For the client: a clear, itemized breakdown of costs to compare and approve
- For you: a documented price offer with an expiry date, so old prices can't be claimed months later
- For the project: a shared reference that becomes the basis of the final invoice
Once the client accepts — ideally in writing — you deliver the work and issue a formal invoice for the same items. For a deeper walkthrough of writing persuasive quotes, see our guide on how to write a quote.
How to Create a Quotation
Six steps to a professional quote your client can approve on the spot.
- 1 Enter Your Business Details
Add your business name, address, and contact information — and upload your logo for a professional look.
- 2 Add the Prospective Client
Enter the client's company name and address exactly as they should appear on the offer.
- 3 Set the Validity Date
Choose how long your prices stand (commonly 30 days). After this date the quote expires automatically.
- 4 List Items and Prices
Describe each product or service with quantity, unit, and unit price. Add discounts or taxes if needed.
- 5 Add Terms of Acceptance
State how the client accepts (e.g., written confirmation or deposit) and what happens after acceptance.
- 6 Download Your PDF
Generate and download the quotation instantly. No signup, no watermark fees.
Quotation vs Proforma Invoice vs Invoice
Three documents, three different jobs. Pick the right one for the stage you're at.
| Feature | Quotation | Proforma Invoice | Invoice |
|---|---|---|---|
| When it's sent | Before any agreement | After agreement, before delivery | After delivery |
| Purpose | Price offer | Preliminary bill (customs / L/C) | Request for payment |
| Payment due? | No | Advance/deposit only | Yes — has a due date |
| Typical user | Services & domestic sales | Exporters & international trade | Everyone |
| Right tool | This page | Proforma Generator | Invoice Generator |
5 Common Quotation Mistakes
Avoid these errors to win more work and protect your margins.
An open-ended quote can be accepted months later at outdated prices. Always set "Valid Until".
"Design work — $X" invites scope creep. Spell out what's included and what counts as an extra.
State exactly how the client accepts — a signature, a written confirmation, or a deposit.
Say clearly whether prices include or exclude tax. Surprises at invoice time damage trust.
Numbered quotes (QUO-2026-001) are easier to reference in emails, invoices, and bookkeeping.
Quotation FAQ
What is the difference between a quotation and an invoice?
A quotation is a price offer sent BEFORE work begins — it is not a request for payment. An invoice is issued AFTER goods or services are delivered and formally requests payment. A quote becomes the basis for the invoice once the client accepts it.
Is a quotation legally binding?
A quotation is generally an offer. In many jurisdictions, once the client accepts it in writing, it can form the basis of a binding agreement at the quoted price — which is why a clear validity date matters. For high-value contracts, consult a legal professional.
What should a business quotation include?
A professional quotation should include: your business details, the prospective client's details, a unique quote number, the issue date, a 'valid until' date, an itemized list of products or services with quantities and unit prices, any taxes or discounts, the total, and your terms of acceptance.
How long should my quotation be valid?
Common validity periods are 14, 30, or 60 days. Shorter periods protect you against cost increases; longer periods give clients time to decide. This tool defaults to 30 days, and you can change the 'Quote Valid Until' date to anything you like.
What is the difference between a quotation and a proforma invoice?
Both are pre-sale documents, but a proforma invoice is a more formal trade document often used for customs clearance and Letter of Credit applications in international shipping. A quotation is the standard document for offering prices on services or domestic sales. If you are exporting goods, use our proforma invoice generator instead.
Can I convert my quotation into an invoice?
Yes — once your client accepts, recreate the same line items in any of our invoice generators (the data structure is identical) and issue it as a formal invoice with a due date. Keeping the quote number as a reference on the invoice makes bookkeeping easier.
Is this quotation generator really free?
Yes. There is no account, no email requirement, no watermark you have to pay to remove, and no usage limit. Your data is encrypted via 256-bit TLS for PDF generation and permanently deleted after processing.
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