What a quotation should contain
A quotation is a written offer to do work at a stated price. At a minimum it should show who you are, who it is for, what is included, the price with GST handled clearly, how long the price holds, and the terms of the offer. A quote that is specific is easier to accept, because the customer is not left guessing what they are agreeing to.
The clearer the scope, the fewer arguments later. Spell out what each line covers, and use the optional-item feature for anything the customer can add or drop, so the headline price stays honest.
How a quotation differs from an invoice
A quotation comes before the work is agreed: it is an offer, and it carries a validity period. An invoice comes after: it is a request for payment, and it carries a due date. The same line items and totals can flow from one to the other, which is why keeping your quote tidy saves you time when it is time to bill.
Why a validity period protects you
Material and labour costs move. A validity period, commonly 14, 30 or 60 days, means your price is only held for that window. Once it passes, you are free to requote at current costs rather than being held to a number you gave months ago. It also gently nudges the customer to decide.
GST on quotes: say it plainly
The most common quoting dispute is GST. If your prices exclude GST, write that the figures are before GST and show GST as its own line. If they include GST, say the total is GST-inclusive. Do not leave it unstated. When it is unstated the seller assumes GST goes on top and the buyer assumes it is already in, and the gap only surfaces at the invoice. This tool lets you show GST inclusive or exclusive and pulls the current rate for you.
Deposits and progress payments
For larger jobs, a deposit protects your cash flow and signals commitment from the customer. State the deposit as a percentage or a fixed amount, show what is payable now and what remains, and for long projects consider progress payments tied to milestones. Putting this on the quote sets the expectation before the work starts, not after.
Marking optional items
Customers like choices, but choices should not inflate the headline price. Marking a line as optional shows it as an add-on the customer can take or leave, kept out of the main total. It lets you upsell honestly: the base price stays comparable, and the extras are clearly extras.
Common questions
Is a quotation the same as an invoice?
No. A quotation is an offer to do work at a stated price before the work is agreed. An invoice is a request for payment after work is agreed or delivered. A quotation usually carries a validity period; an invoice usually carries a due date.
Does my logo or customer data get uploaded anywhere?
No. Everything, including your logo, is read and stored in your own browser. The PDF is built on your device. Nothing you enter or upload is sent to any server.
How should I show GST on a quotation?
State it plainly. If your prices exclude GST, say so and show GST as a separate line. If they include GST, say the total is GST-inclusive. The ambiguity is what causes disputes at invoicing.
Is a quotation legally binding?
A quotation on its own is an offer, not a contract. It generally becomes binding when the customer accepts it and both sides agree, often by signing or by a purchase order. Your terms and validity period matter here.
Why put a validity period on a quote?
It protects you when material or labour costs move. Once the validity date passes, you are not held to the old price and can requote. Common periods are 14, 30 or 60 days.