What is the legal difference between a Quotation, an Estimate, and a Tax Invoice?

An Estimate is an approximate cost projection; a Quotation is a formal fixed-price commercial offer valid for a stated period before work begins; and a Tax Invoice is the legally binding accounting document issued after supply of goods/services to record revenue and collect GST.

How long should a business quotation remain valid?

For service and software projects, 15 to 30 days is standard. For hardware, construction materials, or commodities where market prices fluctuate weekly, a 7 to 14 day validity window protects your profit margin.

Should I include GST in a business quotation?

Yes. Always show the pre-tax subtotal and the applicable GST (e.g., 18% GST) clearly on the quotation so the client knows the exact total cash outflow required and is never surprised when the final tax invoice arrives.

What payment terms should I include in the Terms & Conditions box?

Standard commercial practice in India is '50% advance along with work order/PO, 30% on mid-project milestone/dispatch, and 20% upon final delivery', along with a note stating how many revision rounds or warranty days are included.

Is my client quote or pricing saved on ToolBuddy's servers?

Never. Your commercial rates, client contact details, and PDF exports are generated 100% locally inside your browser.

Free Business Quotation Generator — Professional Quotes & Estimates

1. Prepared By (Your Business)

Business / Freelancer Name

Business Address

Contact & Email

2. Quotation Details & Client

Client / Company Name

Client Address

Quote #

Quote Date

Valid Until

3. Scope of Work / Line Items

Description	Qty	Rate (₹)	Disc %	GST %	Taxable
					₹35,000.00
					₹42,750.00

Subtotal:₹77,750.00

Estimated GST:₹13,995.00

Estimated Total:₹91,745.00

4. Commercial Terms & Conditions

FORMAL QUOTATION

Quote #QTN-001

Date: 2026-10-27

Valid Until: 2026-11-26

Quotation Prepared For:

#	Scope / Deliverable Description	Qty	Unit Rate	GST	Total
1	Brand Identity, Logo Design & Style Guide Documentation	1	₹35,000.00	18%	₹41,300.00
2	Responsive E-Commerce UI/UX Design & Prototypes (Figma)	1	₹45,000.00	18%	₹50,445.00

Amount in Words:

Rupees Ninety One Thousand Seven Hundred and Forty Five Only

Terms & Conditions:

1. Quotation valid for 30 days from issue date. 2. 50% advance along with confirmed work order; 50% upon final delivery. 3. Turnaround time: 15 business days from receiving creative assets. 4. Includes up to 2 rounds of revisions.

Subtotal:₹77,750.00

Estimated Taxes:₹13,995.00

Grand Total:₹91,745.00

For

Authorized Signature

How to Use the Business Quotation Generator

1
Enter your company/freelancer details and your prospective client's name and address.
2
Set a Quotation Number, Quote Date, and a 'Valid Until' expiry date to protect against cost fluctuations.
3
Add product or service deliverables with quantities, unit prices, discounts, and applicable GST rates.
4
Customize the Terms & Conditions (advance %, delivery timeline, warranty) and click 'Download PDF' or 'Print'.

Practical Use Cases

Interior Designers, Civil Contractors & Architects

Itemised Bill of Quantities (BOQ) & Project Estimates

Present room-by-room material and labor estimates with clear 50% advance milestone terms and validity periods.

IT Agencies, Web Developers & Marketers

Software & Retainer Proposal Estimates

Break down UI/UX design, backend engineering, hosting, and AMC support into transparent line items before signing a statement of work.

Equipment & Event Vendors

B2B Supply & Rental Quotations

Send formal price quotes with HSN/SAC codes and GST breakdowns that corporate procurement teams require for vendor comparison.

Business Quotation Generator Features

Multiple Line Items & Tax

Add, remove, and edit items with individual discounts, quantities, and GST rates.

Terms & Conditions Section

Pre-loaded with standard Indian commercial terms, advance payment clauses, and validity notes.

Instant PDF & Print

Exports directly into clean A4 printable PDF documents with company headers and signature areas.

100% Private & In-Browser

Calculations and document previews run entirely in your web browser. No financial data is ever stored on our servers.

Free for Indian Businesses

Created specifically for freelancers, consultants, shop owners, traders and MSMEs across India with zero subscription costs.

Mobile & Print Ready

Optimized for one-hand mobile input, instant copy actions, and clean A4 printable layouts.

Technical Specifications & Best Practices

✓A quotation or proforma estimate is a commercial offer, not a final GST tax invoice; Input Tax Credit (ITC) cannot be claimed on a quotation.
✓Once the client approves the quotation, generate a formal tax invoice using our GST Invoice Generator (`/gst-invoice-generator`).
✓Always include a clear 'Valid Until' date (typically 15 to 30 days) so raw material or currency swings don't erode your margin.
✓All quote data is processed strictly inside your browser tab with zero server storage.

Business Quotation Generator