Quotation Generator
Create professional quotations with line items, validity period, and terms. Download as PDF. No signup required — everything runs in your browser.
QUOTATION
QTN-0001
Date: 2026-05-17
Valid Until: 2026-06-16
From
Your Company
Prepared For
Client Name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| — | 1 | $0.00 | $0.00 |
How to Use Quotation Generator
- 1
Enter your company info
Fill in your company name, address, and email in the 'Your Company' section.
- 2
Add client details
Enter the client's name, address, and email in the 'Prepared For' section.
- 3
Set validity and add line items
Set how many days the quotation is valid and add descriptions, quantities, and rates for each item or service.
- 4
Download the PDF
Click 'Download PDF' to generate and save a professional quotation to your device.
Frequently Asked Questions
Related Tools
Quote, Estimate, or Proposal — What Is the Difference?
These three terms get used interchangeably, but they carry different weight. A quote is typically a firm price offer — if the client accepts it, you are expected to deliver at that price. An estimate is an approximation; it can change as scope becomes clearer, though repeatedly coming in over estimate will damage trust. A proposal usually includes scope, methodology, and terms alongside pricing — it is closer to a contract offer.
Legally, a quote becomes a contract when the other party accepts it and there is "consideration" — meaning something of value exchanged (usually money for services). Once a client says "yes," you have a deal at that price. This is why accuracy matters before you send.
Always Set an Expiration Date
A quote without an expiration date is an open-ended commitment. Material costs rise. Your schedule fills up. Without "valid for 30 days," a client can come back six months later and expect you to honor the original price. Add an expiry — 15 to 30 days is standard for most service businesses, shorter for quotes involving volatile material costs like lumber or metals. This tool calculates the expiry date automatically from the number of days you enter.
Why Detailed Line Items Protect You
A vague quote like "Website project — $5,000" invites interpretation. Does that include content writing? SEO setup? Ongoing maintenance? Detailed line items remove ambiguity: "Homepage design — $800. 5 interior pages — $2,000. Contact form integration — $300." Now both parties know exactly what is included — and what is not.
If material costs can fluctuate, add a contingency note explaining that pricing is based on current supplier rates. This is not a loophole — it is honest business practice that protects both sides.
When Scope Changes After Acceptance
This is where projects go sideways. The client accepted your quote, then started adding features or requests that were not in scope. Without a formal change order process, you end up doing extra work for free — or worse, in a dispute. A change order is a written amendment to the original quote documenting the additional work, its cost, and the client's approval. Even a short email confirmation counts. The habit of issuing change orders for any out-of-scope work protects you legally and trains clients to respect the boundaries you set.
Quote vs. Invoice: Key Distinctions
A quotation comes before the work begins; an invoice comes after. A quote is an offer. An invoice is a demand for payment. Once a client accepts a quote and the work is complete, you convert it to an invoice — same line items, same totals, different document type and a new sequential invoice number. Keeping these two documents distinct in your records is important for both accounting accuracy and dispute resolution.
This content is informational. Consult a legal or financial professional for advice specific to your situation.