Free Quotation Generator — Create Business Quotes in PDF

A clear quotation helps a customer understand what you propose to supply and how the price is calculated. This free quotation generator creates an itemized business quote with supplier details, customer details, quantities, prices, an amount-based discount, a single tax percentage and a validity date. Add scope notes and terms, generate a preview, then print or save the quotation as a PDF. It is a practical starting point for freelancers, contractors and small businesses preparing straightforward proposals.

How to create a business quotation

Enter your business name and contact information in the From field. Add the prospective customer in the To field. Choose a quotation reference that matches your own records, enter an issue date and set a valid-until date. The reference helps both parties identify the same proposal, especially if you later prepare a revised price. The validity date explains how long the quoted pricing is intended to remain available under the terms you provide.

Add up to five items or services, each with a description, quantity and unit price. A fixed-price service can use a quantity of one. Materials can use unit quantities, while time-based work can use hours. Select a currency label and enter any discount amount and tax percentage. Use the notes field to describe scope, exclusions, payment stages and relevant conditions. Select Generate, inspect the preview and revise the inputs before sharing the final document.

Quotation, estimate and invoice

A quotation presents proposed pricing for identified goods or work. An estimate may be a less definite forecast when the final scope or cost is uncertain. An invoice requests payment. Those documents are related, but their labels and wording should reflect their actual purpose. A quotation maker cannot determine the legal effect of a proposal, whether a customer has accepted it or which contract terms apply. State the basis of the price clearly.

If the price depends on assumptions, explain those assumptions in plain language. For example, a service quote might cover one agreed revision round or a specified quantity of materials. If a site inspection or customer decision is needed before a final price, say so. When billing becomes appropriate, use our free invoice generator and carry over the accepted details carefully. Do not simply assume that generating a quote creates permission to perform or bill for the work.

How the quote calculator works

The tool multiplies quantity by unit price for each line and rounds the result to two decimal places. It sums those line totals to produce the subtotal, subtracts the discount amount, then applies the single tax percentage to the discounted balance. The tax amount is rounded to two decimal places. The final quotation total is the discounted balance plus that tax. The generator rejects a discount greater than the subtotal.

Consider a quote containing ten units at 25 each and a service fee of 100. The subtotal is 350. A discount of 20 leaves 330. An illustrative tax rate of ten percent adds 33, producing a total of 363. The example demonstrates arithmetic only. Enter the appropriate treatment for your transaction. This simple business quote generator does not handle multiple tax rates, tax-inclusive prices, compound taxes, withholding or rules that apply tax before a discount.

Define the scope before choosing the price

An accurate quotation starts with a clear understanding of the requested work. List what the customer will receive, the quantity or extent of the service and the expected delivery arrangement. Describe meaningful differences between alternatives instead of using vague labels such as “package” without explanation. A customer should be able to match each quoted item with a requirement. If a line represents an allowance rather than a fixed quantity, explain that in the notes.

Scope is especially important for contractor quotations and freelance projects. A low price can create misunderstandings if the customer assumes it includes work that was never intended. Identify exclusions, dependencies and responsibilities in ordinary language. For example, state whether the customer supplies source materials or whether delivery is priced separately. The tool provides space for these notes, but it does not draft a complete contract or decide whether your terms are enforceable.

Validity dates, revisions and price changes

A quote validity date can help prevent an old price being mistaken for a current offer. Choose a period that makes sense for your costs, availability and business process. Do not imply that a price is guaranteed indefinitely if materials, scheduling or scope can change. If the validity period passes, review the quotation before reissuing it. Keep the customer informed rather than silently changing a shared PDF.

When revising a proposal, use a recognizable revision reference and retain the earlier version in your own records. Explain whether the new quotation replaces the previous one. This free quote maker does not maintain a version history, track customer acceptance or lock a document after sending. Save your final PDF and related correspondence separately. If the customer accepts only part of a proposal, document the agreed scope and revised total rather than leaving conflicting versions unresolved.

Payment terms and delivery notes

Use the notes field to describe deposits, milestones, balance payments or other commercial arrangements that have actually been proposed. State when the work is expected to begin and what could affect delivery. Avoid adding unexplained fees or terms copied from an unrelated business. A practical quotation is easy for the customer to understand and easy for your team to fulfill. Specific terms can prevent unnecessary questions before a project starts.

A quotation may also need business identifiers, tax details or other information depending on location and transaction type. The generator does not determine these requirements. Add relevant details to the business section or notes, or choose a more specialized system if the document needs additional fields. Our Office Templates collection offers other document starting points. Select tools and templates that fit the job rather than treating one generic quotation as suitable for every transaction.

Common quotation mistakes to avoid

Check quantities, units and the currency before focusing on presentation. Ten hours and ten items can represent very different commitments even if the numbers match. Confirm whether the discount is a fixed amount or an intended percentage; this tool uses a fixed amount. Read the tax setting and make sure it represents the calculation you intend. If pricing is tax-inclusive, do not add the same tax a second time.

Avoid leaving test data in the document. Replace the sample business names, reference and item descriptions. Make sure customer details belong to the correct prospect, and remove notes that were intended only for internal discussion. Check that the validity date does not accidentally precede the issue date. For time-based work, our time card calculator can help review hours after work occurs, but quoted hours and actual billable hours should be handled according to the agreement.

Exporting a quotation to PDF

Generate the preview and select Print / Save as PDF. The tool opens a clean printable document in another window. Use its print button to choose a printer or a PDF destination. Check the page preview for long descriptions, address wrapping and notes that spill onto a second page. Save a filename containing the quote reference and customer name, then open the PDF once before sending it.

The generator performs its calculations in your browser without an account. It does not intentionally upload form values, save them in local storage, email the quote or process payments. The surrounding site can use its ordinary cookies, analytics and advertising. Keep confidential pricing documents in your own secure records and close preview windows on shared devices. Before sharing, confirm that the document reflects a genuine proposal, with clear scope, correct prices and terms you are prepared to discuss.

Frequently asked questions

Can I turn a quote into an invoice?

You can use the accepted details in the separate invoice generator. This tool does not automatically convert or track documents, so check the final agreement and invoice reference yourself.

Is a quotation the same as a contract?

This tool does not determine the legal effect of your proposal or whether it has been accepted. State scope and terms clearly and use appropriate agreements for your transaction.