Make a quotation, then turn it into an invoice
A quotation is the document you send before anyone has agreed to anything, and it has to do two jobs at once: say exactly what the price covers, and say how long that price stands. Sent without a validity date, a quotation written in March is still a price somebody can hold you to in September, after your own costs have moved.
This is the invoice builder in quotation mode. Same form, same tax arithmetic, same saved business profile - but it carries a quotation heading instead of a tax-invoice one, and a validity date instead of a payment due date. When a buyer accepts it, one press copies the whole thing into a numbered invoice rather than making you type it again.
Open the quotation builder Needs an account. The trial is free and takes a WhatsApp code.
How it works
- Fill in your business once. Name, address, GSTIN and logo are saved in your browser and reused on every document after this one. Nothing is typed twice.
- Add the buyer and the lines. Item, quantity, rate and GST rate per line. The taxable value, the tax split and the total fill themselves in as you type - they are derived, so they cannot disagree with the lines above them.
- Set the validity date. Where an invoice has a payment due date, a quotation has the date the price stops standing. That one field is the difference between a quote and an open-ended promise.
- Download, send, and convert when it is accepted. You get a PDF to attach or send on WhatsApp. When the buyer says yes, copy it into an invoice - the lines, the buyer and your details come across, and it is numbered as a fresh tax invoice.
What it handles
- A quotation heading and validity date, not tax-invoice wording a quote should not carry
- CGST and SGST, or IGST, chosen by the place of supply rather than by you
- Rate-wise tax summary and the amount in words, both derived from the lines
- Your business profile, logo and terms saved and reused on every document
- One press turns an accepted quotation into a numbered tax invoice
- Your own quotation numbering, so it fits the series you already keep
- Nothing is uploaded - the document is built and saved inside your browser
Your files stay on your computer
This runs inside your browser tab. The file is read and written on your own device and is never uploaded - not the order PDF, not the customer names and addresses printed on it. There is no upload endpoint to send it to.
Questions
- What is the difference between a quotation and a proforma invoice?
- A quotation is an offer: here is the price, and here is how long it stands. A proforma invoice is a request for payment before supply, and usually carries payment details. This builds the first. If you need the second, make an invoice and send it before supply rather than labelling a quote as one.
- Should a quotation show GST?
- Yes, if you are registered and the supply would attract it - the buyer needs to know the real amount they will pay. The tax is shown exactly as it would be on the invoice, split by place of supply, so nothing changes shape when the quote is accepted.
- Can I turn an accepted quotation into an invoice?
- Yes, and that is the point of building both in one place. Copy the quotation into a new invoice and the buyer, the lines, the rates and your own details come across; it is then numbered as a tax invoice in your invoice series, not as a second quotation.
- Is my customer list uploaded anywhere?
- No. The whole thing runs inside your browser tab - the document is built, saved and downloaded on your own computer. Your buyers' names and addresses never reach us, because there is nowhere on our side for them to go.
- What happens after the validity date passes?
- Nothing automatic - the date is there so both sides know the price was good until then. Copy the old quotation into a new one, change the date and any rates that have moved, and send it again rather than editing a document the buyer already has.