A quote template is a document created by the seller for the potential buyer describing the product or service details that they are going to offer with the price. It is a type of estimate document where the buyer adds all the details related to the product or service like product name, rate, description, applicable tax and discounts. Once the quote is accepted by the buyer, you can easily convert the quote to an invoice with one click.
Using Refrens quote template, you can easily create quotations in less than a minute. Here is the simple step to create quotes.
Quote template must include:
In Refrens quote template, you can add the business logo, can add custom columns and fields if you want to add additional information on the quotation. There is also a feature to add custom formulas in case if you have multiple column calculations and also you can hide the totals on the quotations.
You can create a quotation in Word, Excel, or PDF format, depending on what works best for you.
1. Word Quote Template:
Word is easy to use and available on most systems. You can type your details into a simple document and share it quickly.
Pros:
Familiar and simple
Easy to edit or print
Cons:
Needs manual formatting
No automatic calculation
Errors are easy to miss
2. Excel Quote Template:
Excel gives more flexibility with numbers. You can add formulas for totals and tax.
Pros:
Built-in calculations
Good for price breakdowns
Cons:
Needs spreadsheet skills
Not very visually appealing
Easy to change by mistake
3. PDF Quote Template:
PDF is great for sharing. Once saved, no one can edit the file.
Pros:
Secure and fixed layout
Looks professional
Cons:
Hard to edit
Needs extra tools to create
- Why Refrens Is Better
Refrens gives you the best of all three without the extra work. You get free quote templates that are easy to fill, auto-calculate totals and tax, and can be downloaded in PDF format. You don’t need to design, format, or fix errors. Just enter your details, pick your style (like a freelance quote, service quote, or construction quote template), and send it. It’s faster, more accurate, and looks professional every time.
Technically, no. A quotation is not a legal document under GST law, so there is no rule that forces you to include GST in it. But here is the practical reality — if you send a quotation without mentioning GST, your client will almost always come back asking "how much will it be with GST?" That one extra round of communication slows down the decision, and in some cases, the client simply moves on to a vendor who gave them a clearer picture upfront. If your business is GST registered, always include GST in your quotation. It tells the client the exact amount they will be paying, removes any last-minute surprises at the invoice stage, and makes your quotation look far more professional than a plain price list.
Yes, CGST and SGST should be shown separately. When a GST-registered business receives your quotation, their accounts team will check whether the tax has been applied correctly before approving the purchase. If you are supplying within the same state, CGST and SGST should each be shown as separate line items — for example, 9% CGST and 9% SGST for an 18% GST item. If the buyer is in a different state, IGST applies instead and should be shown as a single line. Getting this wrong in your quotation — say, showing IGST for an intra-state supply — creates confusion at the invoice stage and can delay payment. Showing it correctly from the quotation itself means there are no corrections needed later and the buyer's ITC claim goes through smoothly.
It is not legally mandatory in a quotation the way it is in a GST invoice. But leaving it out is a missed opportunity. HSN codes for goods and SAC codes for services tell the buyer exactly which GST rate applies to each item and why. For a buyer who is a registered business, this matters — they need to verify that the GST rate is correct before approving the purchase internally. More practically, including HSN and SAC codes in your quotation saves you from a very common problem — having to revise the quotation later because the client's accounts team questioned the tax rate. When the code is already there, there is nothing to question. It also makes converting your quotation into a GST invoice much faster since all the details are already in place.
Most businesses set a validity of 15 to 30 days, and that is a reasonable range for most industries. But the right validity period really depends on what you are quoting for. If your costs are tied to raw material prices that fluctuate — like in construction, manufacturing, or trading — a shorter validity of 7 to 15 days protects you from price increases eating into your margin. If you are a service business where costs are more predictable, 30 days gives the client enough time to get internal approvals without feeling rushed. The key thing is to always mention a validity date. A quotation with no validity period is an open-ended commitment. A client can come back three months later, after your costs have changed, and demand the same price. A clear validity date prevents that entirely and also creates a natural nudge for the client to make a decision faster.
Yes, you can revise a quotation at any point before the client has accepted it. A quotation is not a binding document, so there is no legal complication in sending a revised version. The important thing is to mark it clearly — use a new quotation number or add a version label like "Revised Quotation" with the updated date so the client knows which version to refer to and there is no confusion between the old and new figures.
