Quotations — free generator, templates and guides
A quotation is a sales document that happens to contain numbers. Its job is not only to state a price but to make saying yes easy — by showing exactly what is included, what is not, and how long the price holds.
TopwebSuite's quotation generator produces branded, itemised quotes in minutes, and converts an accepted quote into an invoice without re-entering anything.
What belongs on a quotation
- The word “Quotation” and a unique quote number.
- Date issued and a validity period — the field most often left off.
- Your business details and the customer's.
- Itemised scope — what you will deliver, with quantities and prices.
- What is explicitly excluded.
- Subtotal, tax and total.
- Payment terms, including any deposit required.
- Lead time or start date.
- Terms and conditions, or a reference to them.
Quotation, estimate and proforma
| Estimate | Quotation | Proforma invoice | |
|---|---|---|---|
| Price is | Approximate | Fixed for the validity period | Fixed, agreed |
| Issued | Early, on limited information | When scope is known | After agreement, before delivery |
| Binding on you | No | Generally yes, while valid | Generally yes |
| Customer uses it to | Judge feasibility | Decide and approve | Arrange payment or permits |
Calling an approximation a quotation is a common and expensive mistake. If you cannot yet fix the price, issue an estimate and say so.
Why exclusions matter as much as inclusions
Almost every dispute about delivered work traces back to something the customer assumed was included.
An explicit exclusions section resolves that before it starts. It reads as thoroughness rather than meanness, and it gives you a straightforward basis for a variation later: the quote said this was excluded, so the extra work is chargeable.
Typical things worth naming: materials the customer supplies, permits and approvals, work outside normal hours, making good after installation, and anything dependent on site conditions you have not inspected.
Validity periods
State how long the price holds — 14 to 30 days is standard for most work, shorter where material costs move quickly.
Without one, a customer can return six months later expecting the same figure, and refusing looks like bad faith rather than commercial reality. With one, the conversation is simply about requoting.
From quotation to invoice
An accepted quote should not be retyped. On TopwebSuite the quotation is raised against a customer record and converts directly into an invoice, carrying the line items, prices and terms across.
That matters for consistency as well as speed: an invoice whose figures differ from the accepted quotation invites a query, and queries delay payment.
Frequently asked questions
Is the quotation generator free?
Yes — create, download and share quotations for free on the web or the Android app, with no card required.
What is the difference between a quotation and an estimate?
A quotation is a fixed price, generally binding on you for its validity period. An estimate is an approximation given on limited information. Calling an approximation a quotation is a common and costly mistake.
How long should a quotation be valid?
14 to 30 days for most work, shorter where material costs move quickly. Without a validity period a customer can return months later expecting the same price.
Should I list what is excluded?
Yes. Nearly every dispute about delivered work traces to something the customer assumed was included, and an exclusions section prevents it while giving you a clear basis for charging variations.
Can I turn an accepted quotation into an invoice?
Yes. The quotation converts directly into an invoice against the same customer, carrying line items, prices and terms across so the figures match.
Is a quotation legally binding?
Once accepted, a quotation generally forms the basis of a contract at the quoted price, which is why the validity period and the exclusions matter so much.