Free Quotation Generator
A quotation is the seller's priced offer before an order: quantity × unit price per line, less discount, plus tax and delivery, valid until a set date. The sample below quotes $5,436.37 for 2,000 units, freight included.
The summary reads the quote below as you type. Jump to the quotation.
Edit the sample quotation
Every field feeds the document. Replace the sample with your own seller, buyer, items and terms.
The quote you type stays in your browser. Drafts save on this device only.
How to Make a Quotation in 7 Steps
- Number and date it. Give the quote a unique number, the issue date and a valid-until date.
- Name both parties. Seller and buyer with a contact each, plus the buyer's RFQ or email reference.
- List every item. SKU, a plain description, quantity, unit and unit price, one row per product or fee.
- Apply the discount. As a percentage or a fixed amount, taken off the subtotal.
- Add tax and delivery. Tax on the discounted subtotal, then freight and any handling or service fee.
- State the terms. Payment and deposit, lead time, minimum order and who pays freight.
- Send it and ask for a yes. Print or save as PDF, and ask for written acceptance or a purchase order before it expires.
The formula: quotation total = Σ(quantity × unit price) − discount + tax + delivery + handling. Tax applies to the subtotal after discount, and delivery is added after tax.
The Quotation Format, Part by Part
These 8 blocks are what a buyer's purchasing team looks for. The generator above has a field for each.
| Part | Fields | Why it matters |
|---|---|---|
| Header | The word "Quotation", quote number, issue date, valid-until date, buyer reference | Every revision gets a traceable ID and a clear decision window. |
| Seller | Legal name, address, contact person, email, phone | Tells the buyer who is making the offer and who to call. |
| Buyer | Company name, billing or delivery address, purchasing contact | Procurement and finance match the quote to the right account. |
| Line items | SKU, description, quantity, unit, unit price, amount | The core of the offer. Vague lines cause disputes later. |
| Adjustments | Discount as a percentage or fixed amount | Shows the price break clearly instead of hiding it in unit prices. |
| Charges | Sales tax or VAT, delivery or freight, handling or service fee | Shows exactly how the headline figure is built. |
| Terms | Payment and deposit, lead time, MOQ, delivery terms or Incoterm | Decides when money moves, when goods ship and who pays freight. |
| Sign-off | Prepared by, notes and exclusions, buyer acceptance line | Gives the buyer a simple way to say yes in writing. |
Worked Example: A Wholesale Quote From Portland to Phoenix
Harbor & Pine, a home goods brand in Portland, OR, quotes Mesa Market, a Phoenix, AZ retailer, for three SKUs. This is the sample that loads in the generator.
| SKU | Unit | Qty | Unit price | Amount |
|---|---|---|---|---|
| CND-SOY-8Soy wax candle, 8 oz amber jar, cedar and sage | jars | 600 | $6.40 | $3,840.00 |
| TWL-LIN-2Linen tea towel, pack of 2, natural | packs | 400 | $3.85 | $1,540.00 |
| INS-GIFTPrinted gift box insert card | pcs | 1,000 | $0.0425 | $42.50 |
| Subtotal | $5,422.50 | |||
| Volume discount (5%, example) | −$271.13 | |||
| Sales tax (not charged on this sample) | $0.00 | |||
| LTL freight to Phoenix (example) | $285.00 | |||
| Quotation total | $5,436.37 | |||
Enter an example tax rate of 7% and it applies to $5,151.37, the subtotal less discount. That adds $360.60, for a total of $5,796.97.
The other two samples cover different deals. Import, FOB Shenzhen quotes $4,670.00 with no freight line, because the buyer books it. Custom packaging job adds a setup fee and an example tax rate for $3,246.53.
Quantity-Break Pricing on a Quote
Example tier prices for the candle SKU, with the sample's flat $285.00 freight spread over each quantity. Same line math as the generator.
| Quantity | Tier | Unit price (example) | Line amount | Per unit with freight |
|---|---|---|---|---|
| 150 | 1 | $7.20 | $1,080.00 | $9.10 |
| 300 | 2 | $6.80 | $2,040.00 | $7.75 |
| 600 | 3 | $6.40 | $3,840.00 | $6.88 |
| 1,200 | 4 | $6.05 | $7,260.00 | $6.29 |
Freight adds $1.90 a unit at 150 units and $0.24 at 1,200. Quoting tiers lets the buyer see what a larger order saves before they commit.
4 Kinds of Business Quotation This Generator Handles
SKUs, case packs and volume breaks for a store or distributor. Freight is often a separate line, with a deposit before dispatch.
A supplier quotes unit prices FOB a named port, with MOQ, production lead time and a deposit before production starts.
Printed packaging, merch or private label. One-time setup fees sit on their own line so reorders are priced fairly.
Kitting, installation or prep work quoted per unit or per hour. Say what is excluded so the scope cannot creep.
For each one, start from the closest sample above, then swap in your own items and terms. The math and layout stay the same.
Quotation vs Estimate vs Proforma vs Purchase Order vs Invoice
| Quotation | Estimate | Proforma invoice | Purchase order | Invoice | |
|---|---|---|---|---|---|
| Who issues it | Seller | Seller | Seller | Buyer | Seller |
| When | Before the buyer decides | Early, when scope is still loose | After terms are agreed, before shipment | When the buyer commits to buy | After delivery or shipment |
| Price | Specific, line by line | Approximate, can change | Agreed, in invoice layout | As accepted from the quote | Final, as delivered |
| Has an expiry | Yes, a valid-until date | Sometimes | Usually | Delivery date instead | Due date instead |
| Asks for payment | No | No | Can support a deposit | No | Yes |
| Locad template | This page | No separate template | Proforma invoice | Purchase order | Commercial invoice |
After the buyer says yes
The buyer usually sends a purchase order that cites your quote number. Check that its quantities and prices match the version they accepted.
When a deposit or import is involved
Reissue the accepted quote as a proforma invoice. It carries the same lines in invoice layout, so finance can release a deposit.
The Terms That Belong on Every Quote
Freight, materials and exchange rates move. The samples use 30 days as an example; pick a window your costs can hold.
State the deposit share, when the balance is due and how you take payment. The Deposit % control writes the split for you.
Say when goods ship after acceptance or deposit, and the minimum order per SKU or color if you have one.
Say who books and pays freight and where delivery happens. On cross-border quotes, use an Incoterm with a named place.
Deposit split on the $5,436.37 sample
| Deposit | Due on acceptance | Balance later |
|---|---|---|
| 25% | $1,359.09 | $4,077.28 |
| 30% | $1,630.91 | $3,805.46 |
| 50% | $2,718.19 | $2,718.18 |
| 100% | $5,436.37 | $0.00 |
Incoterms on a Quotation: What Your Price Covers
On an international quote, the Incoterm and a named place tell the buyer which costs sit inside your unit price. Four common ones:
Ex Works
Your price covers goods ready at your premises. The buyer arranges pickup, export clearance and all freight.
Free On Board
You clear export and load goods on the vessel at the named port. The buyer pays main freight and insurance from there.
Cost, Insurance and Freight
You pay sea freight and minimum insurance to the named destination port. Risk passes to the buyer once goods are on board.
Delivered Duty Paid
You deliver to the buyer's named place with import duty and taxes paid. This is the most you can be asked to cover.
- Always pair the term with a place: "FOB Shenzhen (Yantian)", not just "FOB".
- Domestic US quotes often say "FOB Origin" or "FOB Destination" instead. Spell out who books and pays freight either way.
- If the buyer pays duty, say so, and point them to a landed cost estimate.
- Carry the same term onto the proforma and commercial invoice that follow.
6 Quotation Mistakes to Avoid
No valid-until date
Without one, a buyer can come back months later expecting the old price. Set a date and reissue when it lapses.
Tax before discount
At an example 7% rate, taxing the full subtotal gives $379.58. Taxing the discounted subtotal gives $360.60.
Rounding unit prices early
1,000 inserts at $0.0425 is $42.50. Round the price to $0.04 first and it becomes $40.00.
Freight hidden in unit prices
If freight is baked into the price, say so. Otherwise show it as its own line so the buyer can compare suppliers fairly.
No lead time or MOQ
A buyer who assumes stock ships tomorrow will be unhappy at week three. Put timing and minimums on the face of the quote.
Reusing the number on a revision
Keep QT-2026-0142 for the first version and issue QT-2026-0142-R1 for the revised one, so everyone knows which was accepted.
Before you send it
- Quote number is new, or carries a revision suffix.
- Valid-until date is in the future and matches how long your costs hold.
- Every line has a SKU or clear description, a unit and a unit price.
- Discount comes off the subtotal, and tax applies after it.
- Freight is either its own line or stated as included.
- Payment, deposit, lead time and MOQ are written out in full.
- The buyer has a way to accept: a signature line, a reply or a purchase order.
Quotation Template in Word, Excel or PDF?
Most quote templates online are static files. Each format has a trade-off.
Word (.docx)
Easy to brand, but totals are typed by hand, so they drift when a line changes.
Excel (.xlsx)
Formulas do the math, but they break when rows are copied and print areas shift.
Fillable PDF
Looks fixed and tidy, but adding a line or a field is hard without the source file.
This browser generator
Math is built in, the preview is exactly what prints, and Save as PDF gives you the file.
To get a file, press Print / Save as PDF and choose "Save as PDF" as the printer. The PDF matches the on-screen preview line for line.
Tools for the Rest of the Order
Quotation Generator Questions
Quote Accepted? Get the Order Out the Door
Locad connects inventory, fulfillment and shipping for ecommerce brands once orders start moving.