Quotation format
A quotation is the price you offer before the work starts. A good one leaves nothing to argue about later: what is being made, how many, for how much, and on what terms.
Here is what to put on it, terms you can copy, and a blank format you can print.
What goes on a quotation
- Your unit’s name, address and phone
- And your NTN and STRN, but only once you are registered. Leave them off until then.
- A quotation number and date
- Numbered in order — QT-0001, QT-0002 — so when the client calls back you both mean the same offer.
- Who it is for
- The client’s name, and the person who asked if it is a company.
- What you will make, and how many
- One line per product with the quantity. Be exact: size, fabric, colour, finish. Vague lines are where disputes start.
- The price
- The amount before tax, the GST if you charge it, and the total. If you are not registered, just the total.
- Your terms
- How long the price holds, the advance you need, and when you will deliver.
- Room for the client to accept
- A line for their signature and date turns an offer into an agreement.
Blank format to print
Quotation
| # | Product and specification | Quantity |
|---|---|---|
| 1 | ||
| 2 | ||
| 3 | ||
| 4 | ||
| 5 | ||
| 6 |
Terms
For the supplier (signature)
Accepted by (signature and date)
This is a quotation, not a bill. No payment is due against it.
Terms you can copy
Change the numbers to suit the job. A rush order and a repeat customer rarely get the same terms.
- This price is valid for 15 days from the date above.
- 50% advance with the order; the balance on delivery.
- Delivery within 3 weeks of receiving the advance.
- Prices are exclusive of GST, which will be added at the applicable rate.
- Any change in quantity or specification will be quoted again.
How to write a quotation in five steps
- Add up what the job will really cost you — material, labour, outside work, transport — before you name a price.
- Write each product on its own line, with the exact specification and quantity.
- Give the price before tax, then GST if you are registered, then the total.
- Write your terms: how long the price holds, the advance, the delivery time.
- Number it, date it, sign it, and keep a copy. Follow up before it expires.
Questions people ask
What is the difference between a quotation and an invoice?
A quotation is an offer: this is what we will make and what it will cost, if you agree. An invoice comes after the work, and asks to be paid. Nothing is owed against a quotation.
How long should a quotation be valid?
Long enough for the client to decide, short enough that your material costs have not moved. Fifteen days is common; write the number on the quotation so it is never in doubt.
Should a quotation include GST?
Only if you are registered for sales tax. Then show the price before tax, the GST amount and the total as three separate lines. If you are not registered, show one total and no tax.
Can I give one price for several products?
Yes. Many orders are quoted as one job — list each product and its quantity, and give a single total for the lot. That is how Dhandau quotes an order with several products.
What happens when the client accepts?
On paper, you copy everything again onto an order sheet. In Dhandau, you tap Start the order: the quotation becomes the live order and you start logging costs against it. Nothing is typed twice.