Free template · India

Quotation format with GST

Prices, GST, validity and terms on one page your customer can sign off.

8 fields
7 always needed
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In short

A quotation is your written offer of prices and terms before an order. GST law sets no format and it creates no tax, but a good quotation shows the items with HSN, rates, GST by the place of supply, the total, how long the prices hold, and delivery and payment terms, so the order and the invoice can follow it line for line.

8 fields, 7 always needed

What it must show.

Each field, with the rule it comes from.

AlwaysWhen it applies

Number	Field	Needed	Rule
01	Your name, address and GSTIN	Always	So the customer can check you are registered before ordering.
02	Quotation number and date	Always	Quote it on the order and the invoice, e.g. `KA/QTN/26-27/112`.
03	Customer name, address and GSTIN	Always	Decides the place of supply, and so CGST + SGST or IGST.
04	Valid till	Always	The date prices stop holding, often 15 or 30 days.
05	Items, HSN, quantity and rate	Always	Exactly as they will be invoiced.
06	GST rate and amount, and total	Always	Show tax separately; say whether prices include GST.
07	Delivery, payment and warranty terms	Always	Delivery time and place, credit period, warranty.
08	Signature	When it applies	Signature of an authorised person; the customer can sign to accept.

Questions

Questions people ask

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01Should a quotation show GST?

Yes. Show the taxable value and the GST separately, by the place of supply. A customer comparing quotes needs the full cost, and a quote that is silent on tax often leads to disputes later.

02Is a quotation legally binding?

It is an offer. When the customer accepts it, for example with a purchase order, it can form a contract on those terms. Keep the validity date and terms clear.

03How long should a quotation be valid?

Long enough for the customer to decide, short enough that your costs do not move: 15 to 30 days is common in trading. For metals and commodities, many businesses keep it to 7 days.

04How do quotations work in MyRecords?

Quotations carry the price list rate, GST by the place of supply and a valid-till date, and become a sales order or an invoice from Create. They print plain or as a proforma invoice with a UPI QR. The Quote check tab shows the discount given and, for managers, the margin; the status runs Open, Partially Ordered, Ordered, Lost or Expired. With the AI Assistant on, a customer's WhatsApp message or a photo of their list becomes a draft quotation.

In MyRecords