Free Quotation Generator - Online Quotation Maker

Refrens quotation maker offers one of the fastest and simplest ways to create quotations online for businesses in Malaysia. The tool helps you prepare clear, professional quotations that clients can easily understand, review, and approve.

Whether you are a freelancer, small business owner, or growing company, the quotation creation process remains straightforward and consistent.

Guide to create quotation for your business

1. Quotation Title

Adding the title “Quotation” is a good business practice. It clearly tells the client what the document is about and avoids confusion with invoices or estimates. After adding the title, you can upload your business logo. Freelancers can use a personal logo or name branding.

2. Quotation Number

Each quotation must have a unique reference number. This number helps you track quotations, follow up with clients, and maintain records. You can use simple numbering like 00001 or a structured format such as 2026/QT/001, where:

• 2026 represents the financial year
• QT stands for quotation
• 001 is the unique sequence number

Refrens automatically updates the number for the next quotation, which prevents duplication. You can also add reference fields such as PO numbers to link related documents.

3. Issue Date and Validity Date

The issue date shows when the quotation was created and sent. The validity date tells the client how long the quoted price remains valid. This is especially important when pricing depends on time-bound offers, discounts, or material costs.

Clear dates reduce delays and help clients make quicker decisions.

4. Add Your Details (Quotation From)

This section includes your business or personal details. Add your name, address, email, and contact number. If applicable, you can also include your tax or business registration number.

Refrens allows you to add extra fields if you need to include more information specific to your business.

5. Add Client Details (Quotation For)

Here, you add the client’s information, including:

• Company or client name
• Address
• Email
• Phone number

Once saved, client details can be reused for future quotations, which saves time and reduces manual entry.

6. Product or Service Description

This section defines what you are offering. Add the product or service name, description, quantity, rate, and total amount. Clear descriptions help clients understand the scope and avoid disputes later.

You can customise columns by renaming, hiding, or adding new ones based on your quotation needs.

If applicable, you can enable tax or SST and apply the correct rate. Refrens also allows you to:

• Set the currency to Malaysian Ringgit (MYR)
• Adjust number formats
• Add discounts or additional charges
• Hide totals when needed

7. Terms and Conditions

Terms and conditions define how and when payment should be made. You should clearly mention payment timelines, accepted payment methods, and advance payment requirements if any.

If extra materials or labour may be required later, it is best to mention this upfront to avoid misunderstandings.

8. Additional Notes

Use this section to explain timelines, delivery schedules, or project milestones. You can also add a short message thanking the client for the opportunity to provide a quotation. Small details like this improve professionalism and client trust.

How to customise a quotation?

Always choose a template that matches your business type. A suitable template helps you present clear pricing, accurate scope, and a professional structure that clients expect.

Refrens lets you customise quotations without design or technical effort. You can start with a ready-made template and adjust it based on your service or product.

You can select from multiple templates and layouts. You can change the colour of the template with one click. You can also use the Magic Colour feature, which automatically applies colours from your uploaded logo. This keeps your quotation consistent with your brand identity.

Refrens supports deep customisation for practical business needs:

• Add custom fields and custom columns based on how you price your work
• Apply custom formulas for calculations
• Show or hide totals if you want to display only line items
• Add SST directly at the line-item level without repeating it in terms and conditions
• Insert product or service images to help clients visualise what you are offering
• Add a letterhead and footer for a formal business look
• Control print size for PDF or paper sharing
• Change font style and heading size
• Add, remove, or hide columns as required
• Use multi-currency support when dealing with overseas clients
• Create quotations in English or Malay for Malaysian customers

How to send quotations?

When using refrens to send quotations, you get multiple options to share the quotations.

• Classic way to share via email.
• Traditional way of sharing it by downloading the quotation in soft copy and handing it over to the clients via any medium.
• Paper way to print the quotation and share it with the client
• Modern way to share the quote directly to the client via WhatsApp.
• Sharing it via public link, here you can copy the public link of quotes and share it with the client.

How to schedule quotations on Refrens quotation maker?

Following up on quotations takes time. Manual follow ups often get delayed or forgotten. Refrens solves this problem with built-in scheduling and reminder features.

Schedule quotation delivery - When you send a quotation through Refrens, you can choose to schedule it for a later date and time. You do not need to send it immediately. This helps you reach your potential client at the right time, whether by email or WhatsApp.

Automated reminders for follow ups - Refrens allows you to set automatic reminders for your quotations. You can choose multiple reminder dates and times. The system sends follow up messages automatically, so you do not need to track responses manually.

Reach clients on preferred channels - You can schedule quotations and reminders on email and WhatsApp. This increases the chances of your quotation being seen and responded to, especially for busy clients.

Better control over quotation lifecycle - Scheduled sending and reminders help you manage the full quotation process. You stay consistent with follow ups and improve approval rates without extra effort.

How to track quotations easily?

There are multiple ways to track quotations but it would cost you MYR, so Refrens offers this feature for free. When you send a quotation using Refrens, the system automatically tracks its status. Once your client opens the quotation, the status changes to Seen. This helps you know that the client has viewed your quote. If the client does not respond after viewing the quotation, you can use the scheduling and reminder feature. Refrens sends automatic follow up reminders, so you do not need to chase clients manually. This helps you follow up at the right time and improve your chances of closing the deal.

How to manage and get insights of quotations?

Creating and sending quotations is only the first step. You also need visibility into what happens after that.

Refrens helps you track key quotation data in one place:

• You can see how many quotations you created.
• You can check how many quotations you shared with clients.
• You can track how many quotations clients viewed.
• You can see which quotations were accepted, rejected, or left unanswered.
• You can ensure follow ups happen on time, so competitors do not step in.

Refrens also supports an internal quotation workflow. Seniors or managers can review quotations and approve or reject them before they go to the client. This keeps pricing and terms under control.

How to convert quotation to an invoice?

Once a client accepts your quotation, creating an invoice becomes effortless.

You simply click the Convert to Invoice option. Refrens instantly turn the approved quotation into an invoice in one click. You do not need to re enter data or start from scratch. This saves time and avoids manual errors.

Refrens also allows you to convert the same quotation into other business documents, such as:

• Proforma invoice
• Delivery challan
• Sales order
• Purchase order

This makes Refrens useful beyond just quotations and invoices. Each quotation is also linked with client details through the built in Refrens sales CRM. You can view lead history, client information, and previous interactions in one place.

Refrens quotation generator is built to support the complete quotation journey for Malaysian businesses. It focuses on simplicity, speed, and practical business use.

All-in-one quotation lifecycle

• You manage quotations from start to finish.
• The system includes built-in CRM and invoicing.
• You track leads, create quotes, get approvals, and convert them into invoices without switching tools.

Made for local and global business

• You create quotations in multiple currencies.
• You use multiple languages, including English and Malay.
• The software suits businesses working with local and international clients.

Smart sharing and follow ups

• You share quotations via email, WhatsApp, PDF, or public link.
• You schedule quotations in advance.
• You set auto reminders so follow ups never get missed.
• You use workflow automation for internal approvals and controls.

Easy to use

• The interface stays clean and simple.
• You create and customise quotations quickly.
• The system works well even if you are not from an accounting background.

Reliable support and mobility

• You get live support when you need help.
• You manage quotations using the mobile app.
• You work from the office, site, or home without disruption.

Built for Malaysia

• The software supports SST where applicable.
• The accounting system aligns with Malaysia business and LHDN requirements.
• The setup suits freelancers, SMEs, and growing companies.