Quotation Format

A quotation format you can fill in now and send in minutes. When the client says yes, one button turns it into an invoice.

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Minimal

Air, hairlines, nothing shouting.

Modern

Soft panels and a colour band.

Corporate

Ruled table, formal header.

Studio

Oversized title, creative-agency spacing.

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What belongs on a quotation

Your details and the client's
A quotation number and date
A validity date — how long the price holds
A clear scope for each line, not just a price
Taxes, if they apply
Payment terms, including any advance
What is excluded, if that matters

Four things that get quotations accepted

Send it within 24 hours, while the conversation is still warm. Offer three options rather than one number, because that turns a yes-or-no question into a which-one question. Put a validity date on it, or the decision moves to tomorrow permanently. And describe the scope, not just the amount — "Logo design: 3 concepts, 2 revisions, source files, 10 days" defends itself in a way that "Logo design — 50,000" does not.

Quotation, estimate or proforma?

A quotation is a firm price for a defined scope. An estimate is an approximation and should say so. A proforma invoice is what you send to collect an advance — it looks like an invoice but creates no GST liability, because the tax invoice comes when supply happens.

Common mistakes

No validity date, so the price is open forever
A single number with no scope behind it
Sending it three days after the meeting
No mention of the advance you actually need
Using a tax invoice to collect the advance

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Questions

What is the difference between a quotation and a proforma invoice?

A quotation is an offer of price and scope. A proforma invoice is a payment request issued before supply, usually for an advance. Neither creates a GST liability — only a tax invoice does.

Can I turn an accepted quotation into an invoice?

Yes. One button copies the content into a new invoice with fresh numbering and dates, so nothing gets retyped and no digit gets mistyped.

How long should a quotation stay valid?

Fifteen days is common for services and gives a natural reason to follow up. Set whatever suits your costs — the point is that there is a date.

Is this really free?

Yes. Every document type, all eight templates and unlimited documents are free, and you do not need an account to make your first one.

This page is general information, not tax or legal advice. Rules change and what applies depends on your business — confirm anything important with your CA.

Other formats

Everything else you
might need to send.

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