Free quotation template and quote generator for sellers
Create a business quotation, also called a quote, for products, services, delivery charges, validity dates, and payment terms.
This page is for sellers sending pricing documents to buyers. It is not a motivational quote design template, RFQ form, tender pack, or provider comparison sheet.
Build a seller-issued quotation in your browser
Enter seller, buyer, item, tax, discount, delivery, handling, validity, lead-time, payment, and delivery-term details. The quotation preview updates live and prints cleanly.
No data leaves your browser. The draft is stored locally on your device when browser storage is available.
Use the quotation before the order is accepted
A quotation helps the buyer review price, scope, delivery, and payment details before deciding whether to accept. If the buyer accepts a quotation, it may become part of the agreement between the parties. Ask a qualified adviser before relying on any quotation as a legal contract.
How to Use This Quotation Generator
Add seller and buyer details
Start with the business issuing the quotation and the customer reviewing it. Include names, addresses, and contact details that help finance, procurement, or marketplace teams match the quote to the right account.
Add products, SKUs, or services
List each quoted line separately. Use clear product names, SKU references, bundle names, services, or preparation fees so the buyer can understand exactly what the proposed price covers.
Review charges and totals
Enter quantities, unit prices, discount, tax, delivery charge, and handling or service fee. The quotation preview calculates subtotal and total quotation value while keeping each charge visible.
Finish terms and validity
Add the valid-until date, payment terms, lead time, delivery terms, and notes in your own words. These fields help buyers review timing and assumptions before they accept.
What to Include in a Business Quotation
| Field | What it does | Example |
|---|---|---|
| Quotation number | Creates a unique reference for the seller, buyer, finance team, and follow-up documents. | QT-2026-014 |
| Quotation date | Shows when the price and terms were issued to the customer. | 10 Aug 2026 |
| Valid-until date | Shows how long the seller is willing to honor the quoted prices and terms. | 30 Sep 2026 |
| Seller details | Identifies the supplier, brand, distributor, or service provider issuing the quotation. | Lumina Skincare LLC, Austin, TX |
| Buyer details | Identifies the customer, reseller, procurement contact, or marketplace account reviewing the quote. | BrightCart Retail Inc., New York |
| Item descriptions | Names each product, SKU, bundle, service, or operational fee covered by the proposed price. | Skincare starter kit, SKU LUM-KIT-01 |
| Quantity and unit price | Shows the unit economics behind the quoted amount before discounts and charges. | 300 kits × USD 8.40 |
| Taxes and discounts | Keeps tax and commercial adjustments separate from the quoted item subtotal. | Discount USD 0.00, tax USD 0.00 |
| Delivery and handling charges | Separates freight, local delivery, preparation, labeling, or service fees from the item price. | Delivery charge USD 180.00 |
| Payment, delivery, and lead-time terms | Gives the buyer practical timing and payment details without turning the template into a contract generator. | 50% deposit; 5 business days after payment |
Keep the format simple enough to print, forward, and compare. A buyer should be able to see who quoted, what was quoted, how totals were calculated, and when the offer window closes.
B2B Quotation Example
Scenario
A US D2C skincare brand quotes a New York marketplace reseller for 300 starter kits plus marketplace preparation. The buyer wants a clear quote before approving payment and dispatch.
Parties
Seller: Lumina Skincare LLC, Austin, TX. Buyer: BrightCart Retail Inc., New York. The quote is seller-issued and addressed to the buyer contact reviewing the order.
Validity and payment
Quotation number QT-2026-014 is valid until 30 September 2026. Payment terms are 50% deposit and the balance before dispatch.
Lead time and delivery
Lead time is 5 business days after payment confirmation. Delivery terms are DAP New York, with duties and taxes paid by the buyer.
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Skincare starter kit, SKU LUM-KIT-01 | 300 kits | USD 8.40 | USD 2,520.00 |
| Marketplace prep and labeling | 300 units | USD 0.35 | USD 105.00 |
| Delivery charge | 1 shipment | USD 180.00 | USD 180.00 |
| Total quotation value | N/A | Subtotal USD 2,625.00 | USD 2,805.00 |
This example separates product price, preparation work, and delivery charge. It also keeps acceptance-sensitive details, such as validity, payment timing, lead time, and delivery responsibility, visible before the buyer decides.
Quotation vs Estimate vs Proforma Invoice vs Purchase Order
| Document | Who sends it | When it is used | What Locad tool to use |
|---|---|---|---|
| Quotation / quote | Seller, supplier, brand, distributor, or service provider. | Before the buyer accepts the proposed price, scope, timing, and terms. | This quotation generator. |
| Estimate | Usually the seller or service provider. | When pricing is approximate or subject to scope changes, depending on business practice. | Use this page only when you want a structured seller-issued quote. |
| Proforma invoice | Seller, shipper, or finance team. | After pricing is agreed, often before shipment, payment, or final invoicing. | Use the proforma invoice template. |
| Purchase order | Buyer, procurement team, reseller, or marketplace account. | After the buyer chooses supplier, price, quantities, and commercial terms. | Use the purchase order template. |
| Commercial invoice | Seller or exporter. | When final shipment details and customs values need to travel with the goods. | Use the commercial invoice template. |
| RFQ or tender | Buyer, procurement team, or public-sector buyer. | When the buyer asks suppliers to submit pricing or bids for review. | Use the 3PL pricing template only when comparing fulfillment provider quotes. |
A quotation can look invoice-adjacent, but its job is different. It helps the buyer decide whether to accept your proposed price before the order, proforma invoice, commercial invoice, or shipment workflow moves ahead.
Validity Date, Payment Terms, Lead Time, and Delivery Terms
Valid-until date
Use this to show the date through which prices and terms are open for acceptance. Avoid using the field to make legal promises that need separate review.
Payment terms
Enter your own payment timing, deposit, balance, or account instructions. The generator provides the field, not preset contract language.
Lead time
State practical timing for production, preparation, dispatch, or delivery. Lead time is especially useful when stock, payment confirmation, or marketplace prep affects the order date.
Delivery terms
Use your own delivery wording to explain handoff, destination, freight responsibility, duties, taxes, or pickup assumptions. Keep it operational unless your legal team supplies approved clauses.
Common Quotation Mistakes
Online Quotation Generator vs Word, Excel, and PDF Templates
| Format | Where it helps | What to watch |
|---|---|---|
| Online quotation generator | Best when you want a guided business quote with live totals, editable terms, browser storage, and print-ready output. | Review every field before sending, because the tool structures the document but does not approve pricing or terms. |
| Word quotation template | Useful when your team needs a document file with custom letterhead, signatures, and manual formatting control. | Line-item math, tax, discount, delivery charge, and version changes need careful manual checking. |
| Excel quote template | Useful when sales teams quote many rows, maintain formulas, or import item lists from another spreadsheet. | Formatting can break when the file is exported, copied, emailed, or converted to PDF for buyer review. |
| Static PDF quote template | Useful when the layout is fixed and the seller only needs a lightweight form for repeatable fields. | PDF fields can be hard to edit, calculate, version, and adapt when scope or delivery charges change. |
The safest workflow is practical: generate the quote, review the live preview, save or print a buyer-facing PDF, and keep the quote number consistent when the order moves to purchase order, proforma invoice, commercial invoice, fulfillment, and shipping steps.
Before You Send the Business Quotation
Confirm scope
Check that every product, SKU, bundle, or service is named clearly. If the buyer expects marketplace prep, labeling, packing, dispatch, or delivery support, show those lines separately.
Confirm numbers
Review quantity, unit price, discount, tax, delivery charge, handling or service fee, and total quotation value. Small math mistakes can create payment friction later.
Confirm timing
Make sure the quotation date, valid-until date, lead time, and payment timing match current stock, production, warehouse, and delivery expectations.
Confirm next step
Tell the buyer how to accept, request changes, or ask for the next document. After acceptance, many workflows move to a purchase order, proforma invoice, or shipment document.
Connect Quotation, Fulfillment, and Shipping Workflows
A good quotation sets expectations before operations begin. Locad helps ecommerce brands turn accepted orders into fulfillment and shipping workflows across warehouses, carriers, marketplaces, and countries.
Quotation Template and Quote Generator Questions
Need Fulfillment and Shipping Support After the Quote?
Locad helps ecommerce brands connect accepted orders to inventory, fulfillment, shipping, and delivery workflows.