What should a quotation include?

Your business and GSTIN, the customer, a quote number and date, each item with its HSN code, quantity, rate and GST, the total, how long the prices hold, and your terms. Using the HSN and rates your invoice will use saves surprises later.

Should a quotation show GST?

It’s clearer if it does. This generator shows the rate before GST and the tax on each line, split into CGST and SGST or IGST by where the goods go.

How long is a quotation valid?

As long as you say. No GST rule sets it, so put a valid-until date and your terms on the quote.

Is a quotation the same as a proforma invoice?

They are close: both come before the sale, and neither is a tax invoice. Your customer can’t claim input tax credit on either.

When do I charge IGST on a quotation?

When your state and the place of supply differ. For goods that move, the place of supply is where the movement ends for delivery.

Is what I type saved or sent anywhere?

No. The quotation is made in your browser and nothing is sent. Your own details are kept on this device only if you tick “Remember my details”.

Can PrimoERP turn a quote into an invoice?

Yes. In PrimoERP an accepted quote becomes a sales order with every line carried across, and the order becomes the invoice, so nothing is typed twice.

Free Quotation Generator and Format (Excel, PDF)

Make your quotation

See the document

Document

Quotation number

Any series you use, such as QT-2026-0042.

Quotation date

Valid until (optional)

Your business

Logo (optional)

Logo

Shown on the document only. It stays in this browser tab.

Name

Address

GSTIN

15 characters. The format and check digit are checked here.

State

Phone (optional)

Email (optional)

Your name, address, GSTIN, contact and bank details are kept in this browser only. Untick to forget them.

Customer

Name

Address

GSTIN

15 characters. The format and check digit are checked here.

State

Ship to

Place of supply

Where it differs from your state, IGST applies instead of CGST and SGST.

Items

Item 1
Description
HSN/SAC
Qty
Unit
Rate (₹)
Disc. %
GST %
Cess %
Line total₹56,640.00
Item 2
Description
HSN/SAC
Qty
Unit
Rate (₹)
Disc. %
GST %
Cess %
Line total₹11,434.20
Item 3
Description
HSN/SAC
Qty
Unit
Rate (₹)
Disc. %
GST %
Cess %
Line total₹7,670.00

Totals and notes

Terms and conditions (optional)

Notes (optional)

Bank details for payment (optional)

Before you send it

Done: Quotation number
Done: Date
Done: Your business name
Done: Customer’s name
Done: A description on every item
Done: A rate on every item
Done: A GST rate on every item
Done: Valid until: on or after the quotation date
Done: Ship-to address with its state
Done: GSTINs look right and match their statesGSTIN format

Every field the rule asks for is filled in.

Total

₹75,744.00

Taxable value: ₹64,190.00
GSTIGST: ₹11,554.20
Round off: ₹-0.20

Rupees Seventy-Five Thousand Seven Hundred Forty-Four Only

Worked out in your browser. Nothing you type is sent or saved, unless you tick “Remember”.

Opens your browser’s print window. Choose “Save as PDF”.

An .xlsx file with live formulas and spare rows, to use as a template.

Sahyadri Signage Works

Plot 18, Bhosari MIDCPune 411026

GSTIN: 27AAFCV4321R1ZT

State: 27 · Maharashtra

[email protected]

Quotation

Quotation number: QT-2026-0042
Quotation date: 17 Oct 2026
Valid until: 16 Nov 2026
Place of supply: 29 · Karnataka

Quotation for

Brightleaf Foods Pvt Ltd

3rd floor, 80 Feet Road, KoramangalaBengaluru 560034

GSTIN: 29AABCK2468P1ZW

State: 29 · Karnataka

#	Description	HSN/SAC	Qty	Rate	Disc.	Taxable value	IGST	Total
1	Acrylic LED sign board, 8 ft × 2 ft	9405	2 NOS	24,000.00		48,000.00	18%8,640.00	56,640.00
2	Vinyl window graphics	3919	12 SQM	850.00	5%	9,690.00	18%1,744.20	11,434.20
3	Installation at your site	9987	1 JOB	6,500.00		6,500.00	18%1,170.00	7,670.00

Amount in words

Rupees Seventy-Five Thousand Seven Hundred Forty-Four Only

Terms and conditions

Prices are valid until the date above. 50% advance with the order, the rest on installation. Delivery within 10 days of the order.

Amount: 64,700.00
Less discount: −510.00
Taxable value: 64,190.00
IGST: 11,554.20
Round off: −0.20
Total: ₹75,744.00

The rules behind the figures.

No GST rule sets a quotation’s format. These decide the tax on it, and what the invoice after it must show.

A quotation is not a tax invoice. A registered supplier of goods issues the tax invoice before or at the time the goods are removed for supply, showing their description, quantity, value and tax.
Source: CGST Act 2017, section 31(1) (CBIC), checked 17 Oct 2026
A supply is inter-state when the supplier’s location and the place of supply are in different states or union territories, and intra-state when they are in the same one.
Source: IGST Act 2017, sections 7 and 8 (CBIC), checked 17 Oct 2026
Where goods move, the place of supply is where the movement ends for delivery to the recipient.
Source: IGST Act 2017, section 10(1)(a) (CBIC), checked 17 Oct 2026
A discount given before or at the time of supply is left out of the value, if it is recorded on the invoice.
Source: CGST Act 2017, section 15(3)(a) (CBIC), checked 17 Oct 2026
The tax invoice that follows shows the HSN code, the taxable value after discount, and the rate and amount of each tax.
Source: CGST Rules 2017, rule 46(g), (k)–(m) (CBIC), checked 17 Oct 2026
HSN needs 4 digits with aggregate turnover up to ₹5 crore in the preceding year, and 6 digits above that, from 1 April 2021.
Source: Notification 78/2020-Central Tax (GST Council), checked 17 Oct 2026

One quotation, line by line.

Two LED sign boards, 12 square metres of window graphics at 5% off and an installation, from Pune to a customer in Bengaluru.

LED sign boards, 2 × ₹24,000: 48,000
Window graphics, 12 × ₹850less 5%: 9,690
Installation: 6,500
Taxable value: 64,190
IGST at 18%Maharashtra to Karnataka: 11,554.20
Round off: −0.20
Quotation total, ₹: 75,744

The supplier is in Maharashtra and the goods go to Karnataka, so the whole 18% is IGST. In words: Rupees Seventy-Five Thousand Seven Hundred Forty-Four Only.

An illustration: the names, addresses and GSTINs are made up, and the 18% rate is for the example only. Check the rate for your own items.

What it does not do.

A quotation is an offer. These are the parts it doesn’t cover.

Input tax credit
Your customer can’t claim credit on a quotation, or on a proforma invoice. Only the tax invoice counts.
Input tax credit needs a tax invoice or debit note from a registered supplier, and the goods or services received.
Source: CGST Act 2017, section 16(2)(a), (b) (CBIC), checked 17 Oct 2026
The invoice itself
When the customer accepts, raise a tax invoice with every field Rule 46 lists. The GST invoice generator on this site makes one.
Exports and SEZ customers
The tax split here goes by states only.
A supply to or by an SEZ developer or unit is inter-state, wherever the SEZ is.
Source: IGST Act 2017, section 7(5)(b) (CBIC), checked 17 Oct 2026
Cess by quantity
Cess is worked out as a percentage of the taxable value. A cess charged per unit isn’t.
Your quotes, kept
Nothing is saved, so there is no list of open quotes and no next number. Download each one you send.

From quote to invoice, without retyping.

In PrimoERP an accepted quote becomes the order, and the order becomes the invoice.

Sales and invoicingQuotes, orders, invoices and payments, each made from the one before.Read more GST accounting softwareEvery invoice and bill carries its GST, split into CGST and SGST or IGST.Read more PrimoERP prices for IndiaFour plans priced per business, not per user, with GST built into every one.Read more CRMLeads and follow-ups that turn into quotes without retyping.Read more ERP for service businessesTimesheets, retainers and invoices that match the work.Read more

Quotation questions people ask.

1.

Is a quotation mandatory under GST?

No. GST law doesn’t ask for a quotation or set its format. What it asks for is a tax invoice when you supply, before or at the time the goods are removed.

— the PrimoERP team

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Quotation generator with GST worked out.