Free Quotation & Proforma Invoice Generator
Put together a clean quotation or proforma invoice with line items, GST and a validity date, and download it as a PDF. Free, no sign-up, no watermark.
Quotation summary
Zero Rupees Only
Built in your browser. Nothing you type here is sent to us or stored anywhere.
What a good quotation contains
At minimum: who is quoting, who it is for, a clear itemised scope with quantities and rates, the tax that would apply, a total, and a validity period. The itemisation matters more than people expect — a single line reading "consulting services — ₹2,00,000" invites negotiation on the whole figure, whereas five priced components invite a conversation about scope.
Quotation, proforma, invoice
These three documents mark three stages of the same transaction. The quotation is an offer that the customer may accept or ignore. The proforma comes after agreement and typically supports an advance payment or an internal purchase order. The tax invoice comes on supply, and is the only one of the three that creates a GST liability for you and a credit entitlement for your customer.
A common and expensive mistake is treating a proforma as if it were an invoice. Customers who have paid against a proforma still need a tax invoice to claim their credit, and if you never issue one they will chase you for it months later.
Set a validity date
Prices move. A quotation without an expiry is an open-ended commitment, and in a business where input costs shift — anything involving materials, imports or currency — that is a real exposure. Thirty days is a reasonable default, and stating it costs you nothing at the point of quoting.
Keep the numbering separate
Quotation numbers are yours to choose. Invoice numbers are not — GST requires them to run consecutively without gaps within a financial year. Use a distinct prefix for quotes so the two sequences never get tangled.
Frequently asked questions
- What is the difference between a quotation and a proforma invoice?
- A quotation is an offer — it tells a prospective customer what you would charge, and creates no obligation on either side until accepted. A proforma invoice is issued after the customer has agreed, as a formal request for advance payment or for their internal approval. Structurally they are almost identical, which is why the same document works for both.
- Can I charge GST on a quotation?
- You show the GST that would apply, but you do not collect it. A quotation is not a tax invoice and does not create a tax liability. GST becomes payable when you issue the actual tax invoice on supply.
- Does a proforma invoice let my customer claim input tax credit?
- No. Input tax credit can only be claimed against a proper tax invoice. A proforma invoice is not a valid document for credit, which is why you must still issue a tax invoice once the supply is made — even if the customer has already paid against the proforma.
- How long should a quotation stay valid?
- Whatever you state on it, and it is worth stating something. Thirty days is common. Without a validity date a customer may come back six months later expecting the same price, which is an awkward conversation when your costs have moved.
- Should quotation numbers follow the same sequence as invoices?
- No, keep them separate. Invoice numbers must be consecutive and unique within the financial year for GST purposes. Mixing quotations into that sequence creates gaps in your invoice numbering that you will be asked to explain.
Related free tools
- GST Invoice Generator
Create a GST-compliant tax invoice and download it as a PDF in under a minute. No sign-up, no watermark.
- Delivery Challan Generator
Create a delivery challan for goods sent without a tax invoice, and download it as a PDF.
How many of these turn into invoices?
A quotation is the start of a deal, but a PDF in a folder tells you nothing about what happened next. Smart Dhandha keeps clients, quotations and invoices connected, so you can see what was quoted, what converted and what is still sitting unanswered.
- Client records reused across quotes and invoices
- Convert an accepted quote into an invoice
- Payment tracking once the invoice goes out
This tool is provided free for general guidance and uses the rates noted above. Statutory rates change, and individual circumstances differ — please confirm with your accountant or a qualified professional before relying on these figures for filing or payroll.