Business & Work
Free Quotation Generator
Put together a priced quote with a validity date and download it as a PDF.
Free to useNo sign-up requiredNo watermarkRuns in your browser
This free quotation generator builds a professional priced quote and downloads it as an A4 PDF. Add your line items, set a discount and tax if they apply, and give the quote a validity date so the price does not stand indefinitely.
A quotation is an offer, not a demand for payment, so it needs slightly different wording from an invoice - and it needs an expiry. The layout matches the invoice generator, so a quote and the invoice that follows it look like a consistent set.
How this tool works
Enter your business and the prospect's details
Your details are remembered in your browser. Fill in who the quote is for.
Set the quote number and validity date
The validity date defaults to 30 days out. This is the field that stops a customer returning in six months expecting the same price.
Price the work, line by line
One line per deliverable or stage. Break the work down if you want the customer to see how the price is built, or use a single line for a fixed price.
Add your terms and download
Use the notes field for what is included, what is excluded, lead times and any conditions. Then download the PDF or print it.
How it works
A quotation is a priced offer rather than a demand for payment. It uses the same structure as an invoice but states what the work would cost and how long that price stands.
The "valid until" date matters. Without it a customer can come back months later expecting the same price. Thirty days is a common default and is what this tool starts with.
Totals work exactly as they do on an invoice: quantity times unit price per line, discount applied to the subtotal, then tax on the discounted amount.
Once a quote is accepted, the usual next step is to raise an invoice with matching lines. The invoice generator uses the same layout, so the two documents look like a consistent set.
What to include in a quotation
- Your business details: name, address, email and phone. These are remembered in your browser so you only type them once.
- The customer's details: name and address at minimum, plus contact details if they are needed for queries.
- A document number, which should follow a consistent sequence so documents are easy to reference later.
- Dates - when the document was issued, and any second date the document type requires.
- One line per item, each with a description, a quantity and a unit price.
- Optional discount and tax percentages, with your own label for the tax.
- A notes field for payment terms, bank details, a tax registration number or anything else you need to include.
- A validity period, so the price expires rather than standing forever.
- A clear statement of what is included and, just as importantly, what is not.
Writing a quote that wins the work
- Break the price into stages or deliverables. A single large number invites haggling; an itemised one invites discussion about scope.
- Say what is excluded. Most disputes come from assumptions about work nobody priced.
- Give the price a life. A validity date creates a reason to decide and protects you if costs move.
- State lead times and what you need from the customer to start.
- If you offer an introductory discount, put it on its own line so the concession is visible rather than buried in the price.
- Make acceptance easy - say plainly how to confirm and what happens next.
From quotation to invoice
When a quote is accepted, raise an invoice with the same line items so the customer can match one document against the other without effort. Both tools here share a layout and a totals engine, so the figures will agree exactly.
If a deposit is taken before work starts, a receipt confirms it was paid - which is a separate document from the invoice that requests it.
Formula
Line total
quantity × unit price
Discount amount
subtotal × (discount % ÷ 100)
Tax amount
(subtotal − discount) × (tax % ÷ 100)
Quote total
subtotal − discount + tax
Worked examples
A fixed-price project
One line describing the deliverable, quantity 1, with the full price as the unit price. Add stages as separate lines if you want the breakdown visible.
A day-rate engagement
Set quantity to the number of days and unit price to your day rate so the customer can see how the total is built.
An introductory discount
Enter a discount percentage and it appears as its own line, which makes the concession explicit rather than hidden in the price.
A quote that expires
Set "valid until" 14 days out for work where material costs are moving, rather than the default 30.
Frequently asked questions
Is this quotation generator free?
Yes - free to use, with no sign-up, no watermark and no limit on how many quotes you produce.
Is my data stored or uploaded?
No. Everything you type stays in your browser and the PDF is produced on your device. Nothing is sent to VSThiran, and nothing is saved once you close the tab.
Is the PDF a screenshot of the page?
No. The PDF is generated as a real document with selectable text and vector lines, laid out for A4. It is not an image of the preview.
Do I need an account?
No. There is no sign-up, no watermark and no limit on how many documents you can create.
What is the difference between a quotation and an invoice?
A quotation offers a price for work not yet done and usually expires. An invoice requests payment for work already delivered and carries a due date. The layouts are similar, which is why both tools share the same document design.
What is the difference between a quotation and an estimate?
A quotation is normally a firm price for a defined scope. An estimate is an approximate figure that may change as the work becomes clearer. If your figure is approximate, say so explicitly in the notes.
How long should a quotation be valid?
Thirty days is a common default and is what this tool pre-fills. Use a shorter period if your costs move quickly, and state the date on the document rather than leaving it implied.
Is a quotation binding?
That depends on your local contract law and on how the quote is worded. Many businesses add terms in the notes field stating that the quote is an offer subject to acceptance within the validity period. Take proper advice if it matters.