How the quotation generator works
Last updated 10 November 2026
A quotation is an offer. It sets out what you will supply, for how much and for how long the price stands. A clear quote avoids arguments later.
How it works
- Lines, discounts and VAT work as on the invoice generator.
- The expiry date is the quote date plus the validity you choose.
- The acceptance block gives the customer a place to sign and date.
Worked example
With the starting figures:
- The example lines total R 8 750.00.
- The quote shows the expiry date and, if you keep it ticked, a signature block.
How to read the quotation
The table lists each item with its quantity, unit price and any discount. The total is the sum of the rows, with VAT added on top or separated out, depending on the option you chose.
The document also shows the expiry date. It is the quote date plus the validity period you chose. After that date the price is no longer on offer, so the customer knows how long they have to decide.
What a quotation usually contains
A quote is an offer, so it helps to be specific about what is on the table. This list is a general guide, not a legal one.
- Your business name and contact details, and the customer’s name.
- A unique quotation number and the date.
- A clear description of each item or service, with quantity and price.
- The total, and whether VAT is included or added.
- How long the price is valid.
- Any terms, such as a deposit, a delivery time or what is not included.
Quote or invoice?
A quotation says what you will charge. An invoice says what you are charging for work or goods already agreed. A quote does not ask for payment. Once the customer accepts, you can turn the same lines into an invoice with the invoice generator, so the figures stay consistent.
Common mistakes
- Leaving out the validity period, so the price seems to stand forever.
- Not saying whether the total includes VAT.
- Describing the work vaguely. A short, specific description avoids disputes about what was agreed.
- Forgetting to list extras that cost money, such as travel or materials.
- Not keeping a copy. This page stores nothing once you close it.
What this does not cover
The generator does not send the quote, record the customer’s reply or create a binding contract. A signature block gives the customer a place to sign, but whether that creates a legal agreement depends on the circumstances. Check the official source or ask a professional if the job is large.
Related questions
Can I change a quote after sending it? You can make a new one with a new number and date. Keeping the old one on file shows what the customer was first offered.
Does the customer have to sign? The signature block is optional. You can leave it ticked or turn it off, depending on how you work with the customer.
Can I save the result? Use the print dialog in your browser and choose Save as PDF. Nothing is stored on this site.
Things to watch
- State what is not included, so there are no surprises.
- Prices change. Keep the validity short if your costs move often.
- Use the browser’s print dialog and choose Save as PDF to make a PDF.
Once a customer accepts, make an invoice with the invoice generator. Read the full disclaimer.