Free Quotation Generator & Online Quotation Maker

Creating a quotation: Your comprehensive guide to professional quotes

In today's digital age, crafting quotations for your business has become remarkably straightforward. With a plethora of options at your disposal, ranging from online quotation software to familiar tools like Google Docs and Google Sheets, the process has never been more accessible. You can even opt for the traditional method of printing out a quotation template and penning down your quote by hand. Regardless of your approach, ensuring your quotations are not only prompt but also professionally presented can significantly impact your business. Let's delve into the essential steps of creating a compelling quotation using a quotation generator, ensuring both speed and professionalism are at the forefront of your business interactions.

1. Swift Communication with Customers

In the competitive business landscape, speed is of the essence. Swiftly sending out quotations can give you an edge over your competitors. Online quotation management systems like Refrens enable businesses to create sales quotations instantly, facilitating rapid delivery via email or even platforms like WhatsApp.

2. Professionalism Through Quotation Formatting

Quotations presented in a specific format using templates can exponentially enhance your business reputation. A well-designed quotation, incorporating appropriate templates, colors, and fonts, not only attracts potential clients but also reflects the professionalism of your enterprise.

Step-by-Step Guide to Creating a Quotation Using a Quote Builder:

1. Quotation Title

Begin by adding a clear title such as "QUOTATION" to your document. Although not mandatory, this practice demonstrates professionalism. If you are a freelancer or a business owner, consider including your logo, and reinforcing your brand identity.

2. Quotation Number

Assign a unique quotation number to each quote you create. This unique identifier streamlines tracking. You can use a combination of alphabets and numbers, such as 00001 or 2021/QT/001, where '2021' represents the financial year, 'QT' stands for quotation, and '001' signifies the unique number. Adding extra fields like PO (Purchase Order) Numbers for reference enhances document organization and comparison with previous quotations.

3. Issue Date and Due Date

Specify the issue date, indicating when the quotation was sent, and the due date, indicating the validity period. Clear timelines are especially vital when offering limited-time discounts or promotions.

4. Your Details (Quotation From) and Client Details (Quotation For)

Provide comprehensive information about your business or yourself, including name, address, email, and phone number. Similarly, gather detailed information about the client, including their company name, address, email, and phone number. These details foster transparent communication and trust.

5. Product/Service Description

Outline the products or services you are offering. Include names, descriptions, quantities, rates, and total costs. Customize this section based on your specific quotation requirements. If applicable, incorporate VAT details, such as HSN/SAC Code and VAT Rate.

6. Additional Features of the Quotation Generator

Utilize the features of your quotation generator, such as currency customization, number format adjustment, discount inclusion, additional charges, and the option to hide the total. These functionalities enhance flexibility and tailor your quotation to meet the unique needs of each client.

7. Clearly Define Terms & Conditions

Include your company’s terms and conditions, outlining payment methods accepted (credit cards, cheques, direct deposits), as well as details regarding advance payments. Clearly state that the quotation price is fixed. However, if there's a possibility of future additional costs for materials or labor, specify the details and associated expenses.

8. Additional Notes

Use this section to provide extra information, such as project timelines and expected completion dates. Express gratitude for the opportunity to quote, fostering a positive client-provider relationship.

9. Template Selection

Choose a template that aligns with the nature of your business. Opt for one that allows customization for a professional appearance. With platforms like ours, you have the flexibility to select from various templates and designs. You can even match the template color with your logo using the “Magic Color” feature, ensuring a cohesive and polished presentation.

Incorporating these elements ensures your quotation not only meets professional standards but also stands out, leaving a lasting impression on your clients. Utilize our user-friendly platform to effortlessly create quotations, incorporating these best practices. Start generating quotations that are not only easy to create but also visually appealing, setting the stage for successful business interactions. Best of all, it’s entirely free and user-friendly, making the quotation generation process seamless and efficient for all users, regardless of their experience level. Happy quoting! Above are the essential elements you should keep in mind when creating your quotation. Instantly make quotations using our platform. Easy to create. Fully-fledged quotation maker. Use quotation templates for free.

Note: If you are creating estimates, follow the above steps. The minor change is the title - it must be “Estimate” and the total amount should be an approximate cost of the job which is likely to cost.

How to send a quotation to the client?

Refrens quotation maker allows the user to send the created quotation to the customer directly via system mail. You only need to add the client's mail id and click on the Save button. The system automatically adds the subject and body of the mail. But still, you can edit both the fields. Once the quotation is sent to the customer, they can access the quotation easily with one click.

Refrens not only provide the mail option but you can also choose to send via WhatsApp or directly can share the quotation link using the copy link option. You can also download the quotation as a PDF and print it. When the client views the quotation, they also get the option of downloading and printing the quotation. Thus, you don’t need to download the quotation again for the client.

How to convert quotations using the quotation maker?

When it comes to business transactions, sending out quotations is just the initial step. It's important to note that a quotation sent to a client isn't a legal document. Even if your client agrees to the quotation, it's essential to follow up with a proforma invoice. This step solidifies the commitment made by the seller regarding the price of products or services, and it's typically sent before the actual work begins. Some businesses, however, prefer to send an invoice directly to the client instead of a proforma invoice. Both approaches are valid but can vary based on different business practices.

Selecting the Right Quotation Software

Choosing an efficient quotation software is crucial for seamless business operations. One key feature to look for is the ability to convert quotations into either a proforma invoice or a regular invoice. This capability saves you valuable time and effort by eliminating the need to create these documents from scratch.

Using Quotation Maker by Refrens

With Quotation Maker by Refrens, the process becomes incredibly easy and straightforward. This user-friendly tool allows you to convert quotations into proforma invoices or invoices with just one click. The best part is that these documents are interconnected, creating a streamlined workflow for your business.

Seamless Transition from Quotation to Proforma Invoice or Invoice

Here's how you can convert your quotations effortlessly using Quotation Maker:

Create a Detailed Quotation - Begin by creating a detailed quotation for your client. Include all the necessary information, such as products or services offered, quantities, rates, and total costs.

Click to Convert - Once your quotation is ready, navigate to Quotation Maker by Refrens. With just a simple click, transform your quotation into a proforma invoice or an invoice, depending on your business needs.

Save Time and Effort - By utilizing this feature, you save significant time and effort. There's no need to manually create proforma invoices or invoices separately. The conversion process is seamless and instantaneous.

Interlinked Documents for Reference - The converted proforma invoice or invoice remains linked to the original quotation. This interconnection makes it incredibly easy to refer back to the initial quotation for a comprehensive understanding of the agreed-upon terms.

Quotation Maker by Refrens stands out due to its user-friendly interface and efficient features. It simplifies the entire process of creating quotations and ensures a smooth transition to proforma invoices or invoices. The interconnected nature of these documents provides a clear and organized way to manage your transactions.

How to customize quotations with Refrens quotation maker?

Creating professional and personalized quotations is essential for any business. Refrens Quotation Maker offers a range of customization options, allowing you to tailor your quotations to match your brand identity and impress your clients. Here’s a step-by-step guide on how to customize your quotations effectively using Refrens Quotation Maker:

Add Your Logo and Attachments

• Start by adding your company's logo to the quotation. This simple step helps in brand building and adds a touch of professionalism.
• Refrens Quotation Maker allows you to attach additional files like images and PDFs. These attachments provide a visual representation of your products or services, enhancing your client’s understanding.

Utilize Custom Fields

Customize your quotation further by adding custom fields. These fields enable you to provide additional details about your company, services, or products. Comprehensive information builds trust and confidence in your clients.

Detail Your Products or Services

• It’s crucial to provide comprehensive information about your offerings. Refrens Quotation Maker lets you add custom columns for detailing your products or services. Include the product or service name and description. If you’ve added it before in your inventory system, it will auto-suggest, saving you time and ensuring consistency.
• You also have the option to add images or PDF files of your products or services. Visual references help clients visualize the final product, enhancing their confidence in your offerings.

Select the Perfect Quotation Template

• Choose the best quotation template that aligns with your business needs. Refrens offers a variety of templates, allowing you to select the one that suits your brand aesthetics.
• Customize the template colors (choose from over 24 colors) and fonts to match your brand identity. A cohesive visual appeal reinforces your brand image and professionalism.

Design Custom Letterhead and Footer

Enhance your quotations further by adding custom letterheads and footers. You can customize the body font, heading font, and margins. These customizations ensure your quotations have a consistent and polished appearance.

Download and Print Your Quotations

Once you’ve customized your quotation to perfection, Refrens Quotation Maker offers the flexibility to download and print your quotations in different formats. You can choose the format that suits your requirements, making it convenient for both digital and physical sharing.

If you are a freelancer or running a small business, you are most likely working alone and have to do multiple tasks at a time.

Once the healthy discussion about the project ends, you can send a detailed documented estimate which saves time, effort, and energy loss. Here are some benefits stating why one should create estimates.

There are many benefits to using free estimates. Some of them are as follows:

• No Cost Estimate

  Create quotations and estimates for free. There is no limit to create, manage, and send quotations or estimates. All the features of the quotation are free. There are no hidden charges and no signup fee. Simply create your account and start using Refrens.

• Easy & Saves Time

  Our user-friendly estimate maker allows the user to create estimates instantly. All the data of the client is stored and is accessible which can be used further. No need to create the same invoice from scratch. Converting quotations to invoices using an online invoice generator within a second can save you time and effort.

• Multiple Sharing Options

  Not just creating, sending estimates faster and at the right time is also important. If you don’t then your competitor will. Share your invoice either via email or WhatsApp sharing, you can also download it as a PDF or print it.

• Free Estimate templates

  Multiple estimated templates to use. Customize as per the quotation requirement. Use magic color and add color to the quotation that suits your business.

• Free Live Support

  Nowadays the most missing part in any other online quotation software is supported. If you are facing any issue our chat support team is always present to help you.

Types of estimate & Use cases

Approximate Estimate: It is generally considered budgeting. You don't know much about the project here, but you have done a similar project or work before. So here you give an approx. estimate to the client. This estimate is not the final one as it is used to understand how much it will likely cost to get this job done.

Detailed Estimate: You can easily convert the approximate estimate to a detailed estimate once you briefly understand the project. At this point, you know what the project is about and how you can accomplish it, so you issue a detailed estimate.

Bid Estimate: A bid estimate is used to win the projects from the clients. Here the contractor bids the best price to outperform the competitors and tries to win the project.

Quantity Estimate: This involves the quantity of all materials required to complete the project, and a quantity estimate is more similar to a quotation.

Tips to make an online estimate using Refrens free quotation generator

Researching and calculating the project estimates is more important than creating the invoice using invoicing software. Wrong estimates and all your hard work and time will be flushed within seconds. Also estimate is the first document with which the client interacts. So creating an estimate online that impresses your client is a must. Moreover, estimating the value of a project makes it a lot easier to work on the project and eventually helps in the success of the project. Here are some of the tips to follow before making an estimate.

1. Understand the Requirement

The first mistake most of them commit is not understanding the requirements. Never create an estimate before understanding the project details. Many times, clients don’t know what they exactly want. Some clients only tell you what the end result should be but don’t give enough details about the process. The only solution is to sit together and discuss the project in good detail. Also, the initial discussion can strengthen the customer-vendor relationship. In the end, make sure that both the client and you are on the same page and wipe out the unwanted conversation that can hurt the initial relationship.

2. Estimate Timeline

It is important to give an estimated due date for the completion of the project. So that your client can be aware of the due date of the project and to pay you as per the timeline you worked on that project. Be accurate with the time projection to prevent any later disputes and if you think, any possible delays can be there, you should mention the possible factors for the delay. Once the due date is fixed, don’t undervalue the completion date.

3. Estimate Cost Materials

Estimate the cost of the materials tools or manpower required for the completion of the project. Some tools you can buy at cheap value and if any tool is required only for once then you can rent it easily. But remember if the cost overheads the revenue, you can avoid or decline the project.

4. Research and Competition

Before taking on any project, do proper research about the manpower, tools, the time required to complete and check what the competition is charging for similar projects. Don't charge too high, which can lose the potential client and charging too low, which doesn't turn into profit, makes no sense.

5. Detail out Estimate

After discussing with the client and gathering all the data, create a well-formatted and documented estimate with every detail present and the estimated cost of the work so that the client can get an idea that helps him make an informed decision.

6. Schedule a Follow-up

Once the estimate is sent to the client, follow up within 2-3 days, it will remind the client to make a firm decision about the project.

Free products from Refrens other than online quotation enerator

Free Invoice Generator

Proforma Invoice Generator

Expense Management Software

Online Purchase Order

Inventory Management

Debit Note

Credit Note

Delivery Note

Payment Receipt