A clean quotation template you can print or save as PDF — with the fields that actually decide whether a quote turns into an order, and an honest note on where a quotation sits under GST.
A quotation is your priced answer to a buyer’s enquiry. It states what you will supply, at what rate, on what terms, and — critically — for how long that price holds. It is an offer, not a contract: neither side is committed to the transaction until the buyer accepts it.
A quotation has no standing under GST. It is not mentioned in the CGST Act or the CGST Rules, so there are no mandatory particulars, no prescribed format, and no tax consequence. No supply has occurred, so no GST is charged and no input tax credit arises. The tax invoice raised when you actually supply is the document that does all of that.
Because the format is not prescribed, the fields you choose are a commercial decision rather than a compliance one. The list below is built around the two things that determine whether a quote converts: making the offer unambiguous, and making it easy to turn into an order without anyone re-typing it.
| Field | What to enter | Why it belongs here |
|---|---|---|
| Title: "Quotation" | Label the document a quotation or estimate. | Distinguishes it from a proforma invoice and from a tax invoice for the buyer’s accounts team. |
| Quotation number & date | Your own reference and the date of issue. | Commercial reference. Keep it in its own series, separate from your tax-invoice series. |
| Validity period | The date the quoted prices hold until. | The single most important field on a quotation. Without it you are exposed to a buyer accepting a stale price months later. |
| Supplier details | Your name, address and GSTIN. | Lets the buyer set you up as a vendor and verify you are registered before committing. |
| Buyer details | Name, address, and GSTIN where registered. | Determines the place of supply, and therefore whether the eventual invoice carries CGST + SGST or IGST. |
| Description, HSN/SAC, quantity | Precise specification, the HSN or SAC code, and quantity. | Specification is where quotes go wrong. HSN/SAC now means the tax invoice can be raised from the quote without re-keying. |
| Rate and taxable value | Unit rate, any discount, and the value before tax. | The commercial substance. Show discounts explicitly rather than burying them in the rate. |
| Estimated tax breakup | CGST, SGST, IGST or cess, clearly marked as an estimate. | Lets the buyer compare landed cost. It is an estimate — no tax is being charged. |
| Place of supply | State and code, particularly for inter-State supply. | Drives the intra- versus inter-State split on the eventual invoice. |
| Payment terms | Advance, credit period, milestone schedule. | Frequently the real negotiation. Leaving it out invites a dispute at invoice stage. |
| Delivery terms and lead time | Lead time from order or advance, place of delivery, freight responsibility. | Determines whether the buyer can plan around your quote at all. |
| Exclusions and assumptions | What the price does not cover — freight, installation, tooling, statutory levies. | The cheapest protection you can put on a quotation, and the most commonly omitted. |
Source: GST law prescribes no format for a quotation — it is not provided for in the CGST Act or Rules. Fields above are commercial best practice, aligned to the CGST Rule 46 tax-invoice particulars. Verified 21 Jul 2026.
QuotationOriginal for Recipient Girnar Structurals LLP Survey 214, Kathwada GIDC Ahmedabad, Gujarat, 382430 GSTIN: 24AAFFG7712M1ZQ Phone: +91 79400 22815 Email: estimating@girnarstructurals.example Customer Details: Sahyadri Infra Projects Pvt Ltd Level 4, Prabhat Business Park Baner, Pune, Maharashtra, 411045 GSTIN: 27AAKCS3391H1Z6 GSTIN: 27AAKCS3391H1Z6 Quotation No.QTN/2026-27/0463 Quotation date21 Jul 2026 Valid until20 Aug 2026 Place of SupplyMaharashtra (27) PO Reference- E-Way Bill No.- Vehicle No.- Referred By- Shipping AddressSahyadri Infra Projects Pvt Ltd Level 4, Prabhat Business Park Baner, Pune, Maharashtra, 411045 GSTIN: 27AAKCS3391H1Z6 | ||||||||||||||||||||||||||||||||||||||||
Total Items / Qty: 2 / 13.00 Subtotal₹9,67,000.00 IGST @ 18%₹1,74,060.00 Total (incl. GST)₹11,41,060.00 Total amount (in words): Rupees Eleven Lakh Forty One Thousand Sixty Only
For Girnar Structurals LLP Authorised Signatory Notes Thank youThis is a quotation, not a tax invoice. No GST is charged and no input tax credit arises until the tax invoice is raised on supply. Tax shown is an estimate at prevailing rates. Prices hold until the validity date above. Terms & conditions
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Computer generated invoice. No signature required. |
Sample — your details fill in automatically when you raise a quotation in ReadyBooks.
In ReadyBooks a quotation is a tracked document: it carries its own numbering series and validity, and converts into a proforma or straight into the tax invoice — carrying the party, items, rates and tax across intact. Sign up to work from your own price list instead of a blank template.