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Free Sales Quotation Maker

How to Use the Sales Quotation Maker? — Complete Step-by-Step Guide

Create a professional, print-ready sales quotation for any industry in just a few minutes — no account, no subscription, no software to install. This free tool generates fully formatted quotations with your company logo, itemized pricing, tax calculations, and a choice of six professional designs.

What Is a Sales Quotation?

A sales quotation (also called a price quotation, quote, or pro forma) is a formal document that tells a potential buyer exactly what you are offering, at what price, under what terms, and for how long that price is valid. It is one of the most important business documents you will send — a well-designed quotation builds trust, looks credible, and directly influences whether a client says yes.

This tool creates quotations suitable for:

  • Sending to clients before they place an order
  • Responding to Request for Quotation (RFQ) letters
  • Providing cost estimates for projects and services
  • Formal bidding for tenders and contracts

Before You Start — Gather This Information

Having the following details ready will let you complete the quotation in under 5 minutes.

Your Company:

  • Company name, address, phone, email, website
  • Tax / NTN / VAT registration number (if applicable)
  • Your company logo file (PNG with transparent background preferred)
  • Authorized signatory name and designation

Your Client:

  • Client’s full name or company name
  • Contact person and their designation
  • Client’s address, phone, and email

The Quotation:

  • A quotation reference number (the tool auto-generates one, e.g. QUO-2025-07-001)
  • The products or services you are quoting, with quantities and unit prices
  • Any discount you wish to offer
  • Applicable tax or VAT percentage
  • Payment terms and expected delivery time

Step-by-Step Instructions

Step 1 — Company & Client Information

The first screen collects all the identity and meta information that will appear on your quotation.

Upload Your Company Logo

At the very top of Step 1, you will find the Upload Logo button.

Click it and select your logo image file (PNG, JPG, SVG, or WebP — maximum 3MB). Once uploaded, a small preview appears in the box beside the button so you can confirm the correct image was selected. If you want to change it, click ✕ Remove Logo and upload a different file.

Tip: A square PNG file with a transparent background gives the cleanest result across all six layout designs. Logos with white backgrounds will also work but may show a white box in darker layouts.

If you do not have a logo file, simply leave this blank — the tool will display your company name in text instead.

Your Company Information

Fill in the following fields:

  • Company / Business Name (required) — Appears prominently at the top of every quotation design.
  • Tagline / Business Type — A short descriptor such as “Interior Design & Contracting” or “IT Solutions Provider.” Appears below your company name as a subtitle.
  • Company Address — Your full office or business address.
  • Phone, Email, Website — Contact details printed on the quotation for the client’s reference.
  • Tax / NTN / VAT Number — If your business is registered, include this to add legal credibility.

Quotation Details

  • Quotation Number (required) — Auto-generated in the format QUO-YYYY-MM-001. You can edit this to match your own numbering system (e.g. APX-2025-089). Keep a consistent numbering system for your records.
  • Quotation Date (required) — Pre-filled with today’s date. Change it if you are backdating or forward-dating the document.
  • Valid Until — Pre-filled to 30 days from today. This tells the client how long your prices are guaranteed. You can change this to any date you choose.
  • Currency — Select the currency for your quotation from the dropdown. Available options include PKR, USD, EUR, GBP, AED, SAR, INR, CAD, AUD, SGD, and Other. All amounts and the “Total in Words” will reflect the currency you choose.

Client / Buyer Information

  • Client Name / Company (required) — The individual’s name or the company you are addressing the quotation to.
  • Contact Person — If the client is a company, name the specific person and their role (e.g. “Ms. Sana Butt — Procurement Manager”).
  • Client Address, Phone, Email — These appear in the “Bill To” section of the quotation.

Once all required fields are filled in, click “Next: Add Items →” to proceed.

Step 2 — Industry Selection & Line Items

This is the core of your quotation — where you define exactly what you are quoting for and at what price.

Select Your Industry
The tool offers 12 industry categories, each displayed as a clickable card:

  • 🛋 Interior Design: Furniture, décor, false ceilings, flooring, fit-out works
  • 🏗 Construction: Civil works, RCC, masonry, electrical, plumbing, roofing
  • 💻 IT / Technology: Websites, apps, software licenses, hosting, IT support
  • 🖥 Electronics & PC: Laptops, printers, networking, CCTV, UPS, cabling
  • 📣 Marketing & Ads: Logos, social media, Google Ads, video production, brochures
  • ⚖️ Legal Services: Consultation, contracts, registration, trademark, court fees
  • 🏥 Healthcare: Medical equipment, patient monitors, instruments, AMC
  • 🎓 Education: Training programs, e-learning, LMS setup, certification
  • 🎪 Event Management: Venues, catering, AV, photography, decoration, security
  • 🏠 Real Estate: Commission, marketing, documentation, tenant screening
  • 🍽 Catering & Food: Menu packages, staff, crockery, beverage, kitchen charges
  • 💼 General Business: Blank template for any custom product or service

Clicking an industry card automatically fills the line items table with 8 realistic, pre-written items relevant to that industry — complete with descriptions, units, quantities, and sample prices. This saves you significant time and gives you a professional starting point.

Important: The pre-filled prices are sample values only. You must review and update every quantity and unit price to reflect your actual costs before sending the quotation to a client.

Editing the Line Items Table
After selecting an industry, the table below populates with the default items. Each row has five editable fields:

  • Description — The name of the product, material, or service. Click the field and type to edit it freely.
  • Unit — The unit of measurement (e.g. Sqft, Unit, Hour, Set, Month, LS for Lump Sum). Edit this to match your actual billing unit.
  • Qty — Quantity. Enter the number of units you are quoting.
  • Unit Price — Your price per unit. Enter the amount in your selected currency (without the currency symbol — the tool adds it automatically).
  • Amount — Calculated automatically as Qty × Unit Price. You cannot edit this directly; it updates when you change Qty or Unit Price.

To add a new row: Click the “+ Add Line Item” button below the table. A blank row appears at the bottom. Fill in all fields.
To delete a row: Click the red ✕ button on the right side of any row. The remaining rows renumber automatically.

Tip: You can add as many rows as needed. There is no limit. For large quotations with many categories, consider grouping related items together and using the Description field to write sub-headings like “— CIVIL WORKS —” to organize the table visually.

Totals, Discount, Tax & Shipping
Below the line items table, you will find the Totals Panel on the right side. It calculates everything automatically:

  • Subtotal — The sum of all line item amounts. Updates live as you edit any row.
  • Discount (%) — Enter a percentage discount if you are offering one (e.g. 10 for 10%). The discount amount is calculated and deducted from the subtotal automatically.
  • Tax / VAT (%) — Enter your applicable tax rate (e.g. 17 for 17% GST in Pakistan, or 5 for 5% VAT). Tax is calculated on the after-discount amount.
  • Shipping / Other — Enter any flat amount for delivery charges, freight, or miscellaneous costs.
  • TOTAL — The final payable amount, calculated as: Subtotal − Discount + Tax + Shipping.

Immediately below the Totals Panel, the “In Words” box displays the grand total spelled out in full (e.g. “Two Hundred Fifty Thousand Rupees Only”). This updates automatically and changes based on the currency you selected in Step 1.

Tip: If your quotation has no discount or tax, simply leave those fields as 0. They will not appear on the printed quotation if their value is zero.

Click “Next: Terms →” when your items and totals look correct.

Step 3 — Terms, Notes & Bank Details

This step captures all the supporting information that appears at the bottom of the quotation.

Payment Terms
Select your preferred payment terms from the dropdown:

  • 50% Advance, 50% on Delivery (default — most common in India)
  • 100% Advance Payment
  • Net 15, 30, 45, or 60 Days
  • Payment on Completion
  • Custom (if you select this, write your own terms in the Notes field)

Delivery / Lead Time
Enter how long it will take to deliver the goods or complete the services (e.g. “2–4 weeks from order confirmation” or “45 working days from advance receipt”). This sets client expectations clearly and reduces disputes.

Terms & Conditions
A standard set of terms is pre-filled for you. Read through it and customize as needed. Common additions include:

  • Warranty or guarantee period for your products
  • Conditions for price revision if the order is delayed
  • Responsibility for customs duties or import taxes
  • Force majeure clause
  • Cancellation policy

Tip: Keep your terms concise and plain. Clients are more likely to read and accept short, clear terms than a wall of legal text.

Notes / Special Instructions
Use this field for anything that does not fit in the terms, such as:

  • “Prices exclude installation unless specified separately.”
  • “This quotation is based on site measurements provided by the client. Any changes may affect the final price.”
  • “Transportation charges will be invoiced separately at actuals.”

Bank / Payment Details
Fill in your bank information so the client knows exactly where to send payment. These fields appear in the footer area of most layout designs:

  • Bank Name — e.g. HDFC Bank
  • Account Title — Your registered account name
  • Account / IBAN Number — Your full account or IBAN number

Authorized Signatory

  • Signatory Name — The name of the person signing on behalf of your company.
  • Designation — Their role (e.g. “CEO,” “Sales Manager,” “Director”).

A blank signature line will appear above this name on the printed quotation — leaving space for an actual handwritten signature.
Click “Choose Layout →” when ready.

Step 4 — Choose Your Layout & Export

The final step lets you choose how your quotation looks visually.

The Six Quotation Layouts
Six design cards are displayed with live thumbnail previews. Click any card to select it — the badge changes to “Selected.” Here is a guide to choosing the right one:

  • 🖤 Executive Dark
    • A bold, authority-commanding design with a solid black header bar, a red gradient accent stripe, and a black footer. The “QUOTATION” title appears in red on the dark header, immediately drawing the eye.
    • Best for: Large corporate proposals, high-value contracts, clients in finance or enterprise sectors, and any situation where you want to project maximum professionalism and confidence.
  • 🔴 Clean Professional
    • A clean white layout with a bold red “QUOTATION” badge in the top-right corner and a red dividing line. Three grey info cards show the client, quotation details, and payment terms at a glance. The items table has a red header row.
    • Best for: General business use, retail and product quotations, and situations where you want a clean, modern look that is easy to read. The most versatile of the six designs.
  • ⭕ Bold Red
    • A high-impact design with a thick red stripe at the top, a large bold “QUOTATION” title, and a striking black information band displaying client, date, validity, and currency in white text. The footer is also solid red.
    • Best for: Marketing agencies, creative businesses, electronics and hardware companies, and any business that wants a quotation that stands out from the competition.
  • 🗂 Modern Sidebar
    • A two-column layout where the left panel is solid black containing your logo, company details, quotation number, payment terms, and a red total amount box. The right panel is clean white with the items and terms.
    • Best for: IT and technology companies, design studios, consulting firms, and professional service providers who want a distinctive layout that mirrors a branded company report.
  • 📄 Minimal Invoice
    • A classic, serif-typography design inspired by traditional accounting invoices. Simple table with ruled lines, a small red accent bar under the title, and no heavy background colors. Looks like a formal invoice.
    • Best for: Legal and financial services, accounting and audit firms, real estate brokers, and any business where a conservative, traditional appearance is preferred or where clients may print in black and white.
  • 🏢 Corporate Stamp
    • A formal layout featuring a circular “OFFICIAL QUOTATION” stamp element in the center of the header, flanked by your logo on the left and the quotation number on the right. A four-column meta band highlights the key details.
    • Best for: Government suppliers, large construction and infrastructure companies, procurement submissions, and formal tenders where an official, institutional look is required.

Preview Your Quotation
Before printing, always click “👁 Preview” to see exactly how your quotation will look.
In the preview panel you can:

  • Scroll through the full quotation to check for errors
  • Verify that all names, amounts, and item descriptions are correct
  • Confirm that your logo appears correctly and at the right size
  • Check that the total amount and the “in words” text match

If you spot a mistake, click “✕ Close” to return to the tool, then click “← Back” to go to the relevant step and make your corrections.

Print or Save as PDF
When you are satisfied, click “🖨 Print / Save PDF“.
Your browser’s print dialog will open automatically. Follow these steps to save a professional PDF:

In Google Chrome or Microsoft Edge:

  1. Under Destination, click the dropdown and select “Save as PDF”
  2. Set Paper size to A4
  3. Set Layout to Portrait
  4. Set Margins to Default
  5. Check the “Background graphics” option — this ensures all background colors, the dark header, red stripes, and the sidebar panel print correctly
  6. Click Save and choose a folder on your computer

In Mozilla Firefox:

  1. Under Printer, select “Microsoft Print to PDF” (Windows) or “Save to PDF” (Mac)
  2. Set Paper size to A4 and orientation to Portrait
  3. Under Options, enable “Print Background Colors and Images”
  4. Click Print

To print directly to a physical printer:

  1. Select your printer from the Destination dropdown
  2. Set paper to A4, portrait orientation
  3. Enable background graphics for colored designs
  4. Click Print

Tip: Saving as a PDF first is strongly recommended. It gives you a file you can email directly to the client, save in your records, or print at any time without having to re-enter the data.