How to make a quotation in GST format (free template + steps)
A clean quotation wins deals faster and converts straight into an invoice once accepted. Here is exactly what a GST-ready quotation must contain and how to send it in minutes.
Step 1: Add your business header
Your business name, address, GSTIN, phone and email at the top. A logo builds trust. Add a unique quotation number (e.g. QT/2026-27/001) and the date so you can track it later.
Step 2: Add the customer's details
Buyer name, address and GSTIN if they are a registered business. The GSTIN matters because it decides B2B vs B2C treatment when the quotation becomes an invoice.
Step 3: List items with HSN, rate and tax
One row per item: description, HSN or SAC code, quantity, unit price, discount, GST rate and amount. Show CGST plus SGST for local supply, or IGST for inter-state. Totalling this correctly now means the invoice is one click later.
Step 4: State terms and validity
Payment terms (advance, on delivery, 30 days), delivery timeline, and a validity date (most quotes hold for 15-30 days). Add a short note on warranty or after-sales if relevant.
Step 5: Send and follow up
Share the quotation as a PDF on WhatsApp. Set a follow-up reminder for 2-3 days later. When the customer says yes, convert the same quotation into a GST invoice without re-typing anything.
Frequently asked questions
Is GST charged on a quotation?
No. A quotation is only an offer, so no GST is payable at the quotation stage. You show the GST that will apply so the buyer sees the final price. GST becomes payable only when you raise the tax invoice.
What is the difference between a quotation and a proforma invoice?
A quotation is an initial price offer. A proforma invoice is a more formal commitment often used to request advance payment or for the buyer's internal approval, but neither is a tax invoice and neither creates a GST liability.
Do I need a quotation number?
It is not legally required but strongly recommended. A serial number lets you track which quotes converted, follow up on the rest, and link the quote to the final invoice.