A quotation format is a document that contains all the information that includes product name, amount, quantity, and other essential details. You can easily edit this document and can customize it as per your requirement.
How to make a quotation using quotation template?
You can easily create a quotation using Refrens quotation template, you just have to add some details on the template:
The name, address, logo, and other vendor details.
Same as vendor details add buyers' information.
Fill out the product or service name with a description.
Add quantity or hours worked with your price or hourly rate.
Clearly define the terms & conditions on the quotation.
Sign of an authorized person.
What must be included in a quotation template?
Quotation template must include:
Quotation at the top of the document.
Quotation number and date.
Logo of the company.
Seller details with all relevant information.
Buyer details with name and address, contact number.
Product name, quantity, and rate.
Terms and conditions.
Accepted mode of payments.
Can I customize the quotation format?
Yes, you can customize Refrens quotation template by adding the logo, custom fields and columns, or by hiding the irrelevant columns. You can also change the color of the quotation, add letterhead at the top of the quotation.
What are the different quotation formats?
Using our quotation template, you can create quotations in Excel and Word Format. Different types of templates include the freelance quote, service quote, price quote, business quote and construction quote templates.
A Quotation template is a blank sample used by the vendors to outline the products or services they are going to offer to their clients at a specific price. Quotation plays a very important role as it is the first touchpoint of any business. Before sending the invoice, contract or agreement, it is the quotation that is sent by the vendor to grab the opportunity of getting work from the client, so having a great quotation template is necessary.
Why one should use a quotation template for the business?
A well-structured and professionally designed quotation serves as a crucial document in any business transaction. Think of it as the face of your business, especially in the eyes of potential clients. When a client is seeking services or products, they often contact multiple vendors to understand their offerings. During these interactions, one of the key elements they assess is the quotation received from each vendor.
Consider a scenario where a client is searching for a web developer to design and develop their website. After researching and receiving referrals, the client compiles a list of potential vendors. These vendors are then approached, and the client explains the project details to each of them. In return, the client requests a quotation, including the price and estimated completion time for the project.
Upon receiving the quotations, the client meticulously evaluates each one. What stands out to them is not just the pricing but also the professionalism and clarity reflected in the quotation document. A professionally designed quotation indicates that the business is organized, values transparency, and pays attention to details. It establishes credibility and builds trust with potential clients, making them more likely to consider the vendor seriously.
Furthermore, a well-crafted quotation provides clarity and transparency. It clearly outlines the services or products offered, their corresponding costs, any applicable terms and conditions, and the proposed timeline for project completion. This transparency is vital for ensuring both the client and the vendor are aligned on the project scope, preventing misunderstandings or disputes later in the process.
In a competitive market, a professional quotation can be a key differentiator. When clients compare quotations from various vendors, a visually appealing and well-structured document can capture their attention and make your offer more attractive. It becomes a tool for showcasing your professionalism, which is particularly significant when dealing with corporate clients or projects of higher value.
Moreover, using a proper quotation format doesn’t just enhance your business’s image; it also makes your operations more efficient. Quotation templates simplify the process of generating quotes. They allow you to customize your offerings for different clients and services, saving time and effort that can be better utilized in other aspects of your business.
Lastly, beyond being a tool for client interaction, a well-structured quotation can also act as a conversion tool. It has the potential to persuade potential clients to move forward with your services. It communicates the value they will receive for their investment, making them more inclined to make a decision in your favour. Moreover, once approved you can directly create an invoice from the same quotation without creating the invoice from scratch using an invoice template in Word or using a tool like invoice generator.
In essence, a professionally designed quotation isn’t just a standard practice; it’s a strategic asset. It significantly influences the decision-making process of potential clients and can ultimately determine the success of your business endeavours. Therefore, investing in creating clear, visually appealing, and professional quotations is a fundamental step towards achieving business growth and success.
In today's competitive world just creating a quotation is not enough to it is also important to know the proper format of the quotation before making one. So here is the list of elements you must have in your quotation-making process.
It is a good practice to add "Quotation" at the top of the document as a title.
Add a quotation number, so that when creating an invoice it can be used as a reference number.
Quotation date and due date.
Seller's company information with name, address, email, phone number, and all other relevant information.
Buyer information like name, address, email, and phone number.
Product or service name you are going to offer to the client.
After adding the name of the product, give a detailed description of the product so that it becomes easy for your client to understand.
Detailed breakdown of the amount as per the project so that you can client can analyze and compare it with others.
Total cost to complete the project.
Also mention on the quotation that pricing is not constant and it may vary depending on various factors.
Terms and conditions. Here you can add the terms related to the project like the payment mode you will accept or any other conditions.
Additional Notes: you can add extra notes if you want to like how many revisions you will provide in case of any changes needed by the client.
A sample quotation template provides a basic and versatile format that can be customized according to your specific requirements. It serves as a foundation upon which you can add your company's details, product or service information, and pricing.
Business Quotation Template
A business quotation template is designed for formal business transactions. It often includes fields for detailed product or service descriptions, quantities, rates, and total costs. Business quotation templates are ideal for professional organizations looking to create detailed and comprehensive quotes for clients.
Company Quotation Template
The company quotation template is tailored for businesses that want to present a unified and professional image. It includes fields for company branding, such as logos and letterheads, along with detailed sections for products or services and their corresponding prices. This template is ideal for companies that prioritize branding consistency in their quotations.
Price Quotation Template
A price quotation template focuses on providing clear and detailed pricing information. It often includes itemized lists of products or services, along with their individual prices. Price quotation templates are suitable for businesses that want to present transparent pricing structures to their clients.
Work Quotation Template
A work quotation template is specifically designed for service-based businesses and contractors. It includes sections describing the scope of work, materials or resources required, labour costs, and any additional charges. Work quotation templates are perfect for professionals in fields such as construction, home improvement, or consulting.
Sales Quotation Template
A sales quotation template is focused on showcasing products or services in an appealing manner. It often includes images, detailed descriptions, pricing, and any special offers. Sales quotation templates are suitable for businesses aiming to impress potential clients with visually appealing quotes, especially in industries like retail or e-commerce.
Professionals who can use Refrens quotation templates for their business
Refrens' versatile quotation template caters to a wide array of professions, making it an invaluable tool for various businesses and service providers. Here's how different professionals can benefit from using Refrens' quotations for free:
Freelancers across diverse fields, such as writers, designers, developers, and consultants, can utilize Refrens to create professional quotations for their clients. The platform allows freelancers to present their services in a structured and visually appealing manner, enhancing their credibility.
Small Business Owners
Small business owners, whether operating in retail, services, or consulting, can use Refrens to generate detailed and customized quotations. This is especially beneficial for businesses involved in sales, marketing, IT services, and more. By creating professional quotes, small businesses can make a significant impact on potential clients and increase their chances of securing contracts.
Creative professionals such as artists, photographers, graphic designers, and content creators can showcase their work and pricing creatively through Refrens' quotation templates. This platform allows them to highlight their portfolio effectively and present their creative services in an attractive manner.
Consultants from various fields, including management, finance, legal, and marketing, can use Refrens to outline their services clearly. By creating detailed quotations, consultants can communicate their expertise, services, and associated costs, fostering transparency and trust with their clients.
IT professionals, including software developers, web designers, and digital marketers, can use Refrens to create quotations that delineate the specifics of their services. This is especially valuable for IT projects, where clear communication of services, costs, and timelines is crucial.
Service-oriented businesses, such as cleaning services, repair services, catering companies, and event planners, can leverage Refrens to provide clients with detailed quotations. By presenting their offerings clearly, service providers can demonstrate professionalism and reliability.
Sales professionals in various industries can utilize Refrens to create sales quotations. These quotations can be tailored to showcase products, services, pricing, and terms, enabling sales teams to make compelling offers to potential clients and close deals effectively.
Marketing agencies and professionals can use Refrens to present their marketing strategies, campaign details, and associated costs professionally. The platform allows them to create visually appealing quotations, showcasing their expertise and creativity to potential clients.
Easy to customize quotation templates
Using Refrens quotation format, you can easily start creating the quotation using the above blank sample. Add all the essential elements in the quotation as mentioned above. If you want to add any additional information then you can easily use our custom column feature which helps you to add extra columns anywhere on the quotation.
Once the quotation is created, you can select a quotation template as per your need and can also change the color of your quotation. If you want a more professional-looking quotation then don't forget to add your company letterhead at the top of the quotation.
Once the template is customized, you can send the quotation directly to your potential client using Refrens emailing system. The advantage of using the mail here is you can track your quotation and can check whether the client has opened your quotation or not, same you can also schedule your quotation for a future date.
You can create quotations for clients, there are no restrictions for creating or adding the client. manage all your quotations, and invoices, and can use proforma invoice templates, and other documents in one place.