Home › Generators › Quotation Generator
Quotation Generator
Use this free quotation generator to build a professional price quote for your business in minutes. Fill in your details and your client's, add line items with quantities and prices, set a discount and tax rate, and the tool works out the totals for you. Print it or download it and send it to your customer.
Line items
| Description | Qty | Unit price | Line total |
|---|
| Subtotal | — |
| Discount (0%) | — |
| Tax (10%) | — |
| Grand total | — |
How it works
A quotation is a written price offer. Before a customer agrees to buy, you tell them exactly what you will supply, in what quantity, and at what price. A clear quotation protects both sides: the customer knows the full cost before committing, and you have a written record of what was agreed. This generator builds that document for you, with the arithmetic done automatically.
Start with the header fields. Your business name and address identify who is making the offer, and the client name identifies who it is for. The quote reference number is generated automatically from today's date plus four random digits, for example Q-20261108-4832, so every quote you send has a unique number you can refer back to. The date is today by default, and the valid-until date is set 30 days ahead — change it to match your own policy. The payment terms line is optional; a short sentence such as "Payment due within 14 days of acceptance" is enough.
Then add your line items. Each row has a description, a quantity, and a unit price. The line total is quantity multiplied by unit price, and the subtotal is the sum of all the line totals. Use the "+ Add item" button for more rows, and the remove button to delete a row you no longer need. Keep descriptions specific — "Oak dining table, 180 cm" is better than "Table" — because a specific description leaves no room for argument about what was quoted.
Subtotal = sum of all line totals
Discount = subtotal × discount %
Tax = (subtotal − discount) × tax %
Grand total = subtotal − discount + tax
Discount and tax are percentages. The discount comes off the subtotal first, and the tax is then charged on the discounted amount — this is the standard order, and it matters: a 10% discount followed by 10% tax is not the same as 10% tax followed by a 10% discount, because the tax base changes. The currency selector changes the symbol shown on every amount; the numbers themselves are yours to enter, so enter them in the currency you selected.
When the quote is ready, use the Print button to print a clean copy, or download it as a plain text file or a standalone web page you can email to the client. The preview below the totals shows exactly what the client will see: your business details, the reference number, the dates, the itemised list, and the totals. Check it before you send it, especially the spelling of the client's name and the grand total.
Worked example
A stationery supplier quotes a small cafe for two items: 2 boxes of printer paper at $50.00 each, and 1 espresso machine service at $75.00. The discount is 0% and the tax rate is 10%. The tool works it out as follows.
Step 1: Line totals. Printer paper: 2 × $50.00 = $100.00. Espresso machine service: 1 × $75.00 = $75.00.
Step 2: Subtotal. $100.00 + $75.00 = $175.00.
Step 3: Discount. 0% of $175.00 = $0.00, so the discounted subtotal stays $175.00.
Step 4: Tax. 10% of $175.00 = $17.50.
Step 5: Grand total. $175.00 + $17.50 = $192.50.
The tool reports the same result: subtotal $175.00, discount $0.00, tax $17.50, grand total $192.50. Try it yourself above: enter those two items with a 10% tax rate and the totals will match. If you added a 10% discount, the discounted subtotal would be $157.50, the tax would be $15.75, and the grand total would be $173.25 — a useful reminder that discounting before tax also reduces the tax.
FAQ
What is a quotation, and how is it different from an invoice?
A quotation is a written offer that states what you will supply and at what price, before the customer agrees to buy. An invoice comes later, after the work is done or the goods are delivered, and asks for payment. A quotation is not a demand for money; it is a promise of a price that the customer can accept, negotiate, or walk away from. Once the customer accepts, the quotation usually becomes the basis for the invoice.
What should a professional quotation include?
A professional quotation should include your business name and address, the client's name, a unique quote reference number, the date, and a valid-until date. The body should list each item with a description, quantity, and unit price, then show the subtotal, any discount, tax, and the grand total. Adding your payment terms and a short note about what is included keeps the quote clear and avoids disputes later.
How long should a quotation stay valid?
Most quotations stay valid for 14 to 30 days. That gives the client time to decide while protecting you from price changes in materials or labour. Short validity, such as 7 days, makes sense when your costs move quickly; longer validity, such as 60 days, suits large projects where the client needs approval from others. Always print the valid-until date on the quote so both sides know where they stand.
Should I charge tax on a quotation?
It depends on where your business is registered and what you sell. In many places you must add sales tax or VAT to a quote if you are registered for it, and you should show the tax as a separate line so the client can see exactly what they are paying. If you are not registered, or the goods are exempt, set the tax rate to 0 and note that on the quote. Check your local tax rules before sending a quote to a real client.
Can I edit a quotation after I send it?
Yes, but do it properly. If the scope changes or you spot a mistake, send a revised quotation with a new reference number and a new valid-until date, and tell the client what changed. Do not quietly edit a quote the client has already accepted, because the accepted quote is the agreement you both rely on. Keep a copy of every version you send.