Online Quotation Maker for FREE

### Guide to creating a quotation using Refrens quotation generator

In this digital era, there are many options to create quotations and estimates online. You can use online quotation software, Word or Excel quote template, quotation management software or you can print out any quotation format and write your quotation by hand.

Always consider two factors that can mainly affect your business while creating a quotation. First, how fast you can communicate with the customers. As mentioned before, sending quotations quickly can help you get ahead of your competition. So many businesses choose to use online quotation management systems like Refrens, to create sales quotations or estimates instantly and send them directly via email or even through WhatsApp.

Second, quotations sent with a specific quotation format using a quotation template can grow your business immensely. Creating beautifully designed quotations with proper templates, colors, and fonts can help you to acquire more clients and it also shows how professionally the business works.

Customers always try to shop for the perfect product to purchase via purchase order template and therefore they end up asking for quotations from several suppliers. Offering the right product at the right price is no more a choice. If you don’t, then someone else will, so sending a sales quotation quickly and without any mistakes can help you get ahead of your competitors and show professionalism towards the customers.

Here is the step-by-step guide for creating quotation.

How to prepare a quotation for a business using Refrens quotation maker?

Formatting your sales quotation template is crucial for creating a professional and effective document. While there are no strict legal rules, following certain guidelines can enhance clarity and professionalism. Here's a step-by-step guide on how to format your sales quotation template:

1. Title and Document Identification:

• Include the title "Quotation" at the top of your template.
• Clearly state the quotation number to uniquely identify the document.
• Mention the quotation date for reference.

2. Business Information:

• Include your business name prominently on the quotation.
• Provide your contact details, including address, phone number, and email.
• If applicable, include your business logo for branding purposes.

3. Client Information:

• Clearly state the client's details, including their name and contact information.
• Ensure accuracy in the client details to avoid any confusion.

4. Product or Service Details:

• List the products or services you are offering.
• Include a brief description of each item or service.

5. Price and Quantity:

• Clearly mention the price for each product or service.
• Include the quantity or unit measurement for each item.

6. Contact Information:

• Provide your contact information again at the end of the quotation.
• Make it easy for the client to connect with you if they have questions or want to proceed.

7. Branding with Logo:

• Add your company or personal logo to increase brand visibility.
• This adds a professional touch and helps establish your brand identity.

8. Email and Print Considerations:

• When sending via email, ensure the document looks visually appealing.
• Aim for a one-page download in A4 size to enhance readability and convenience.

9. Consistency and Readability:

• Maintain a consistent font throughout the document for readability.
• Use bullet points or tables to organize information systematically.

10. Professional Language:

• Use professional and clear language in the quotation.
• Specify the terms, conditions, and any additional information.

Using our quotation, you can choose from the host of templates and designs available. You can also change the color of the template with one click or use the “Magic Color” feature which is one of the major features which extracts the color from the logo uploaded on the quotation. (changing color and templates are premium features, i.e:- you have to pay a certain fee to use these features.)

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. LIFETIME FREE QUOTATIONS & ESTIMATES.

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 or estimate 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 with Refrens quotation maker?

A quotation sent to the client is not a legal document, so even if your quotation or estimates get accepted by your client it is necessary to send them a proforma invoice. Sending a proforma invoice to the client ensures the commitment made by the seller for the price of the products or services. It is generally sent before the work is done. Whereas some directly send an invoice to the client instead of a proforma invoice. Both approaches are correct but they may vary for different businesses.

So when choosing a perfect quotation software, there must be a feature for converting quotations to either a proforma invoice or invoice. So you need not create these documents from scratch which saves your time and effort. Using Quotation Maker by Refrens, allows the user to convert quotations to proforma invoices or convert them to invoices with one click. These documents are linked with each other and are easy to refer to for further understanding.

How to customize quotations with Refrens quotation generator?

Add your logo to the quotation and build your brand by adding additional attachments like images, PDFs, and many more. You can also add custom fields to add more details about the company.

It is essential to provide complete information about the products or services you will offer to your client. So having custom columns for detailing your product helps your client know more about your products and services.

You can add the product or service name along with the description, which will auto-suggest the description if you have added it before in the inventory system. You get the option of adding the image or PDF file of the product or service that will give an idea to the client of how the final product will be.

Select the best quotation template that suits your business needs. Refrens estimate maker allows users to change the quotation template colors (more than 24 colors) and also the fonts on the quotation.

Easy to add custom letterhead and footer with a variety of customizations like changing body font, heading font, and options to select margins for your estimates. You can easily download and print the same estimates in different formats, the way you want.

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 creating, managing, and sending 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 free invoice generator within a second can save your 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 estimate 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 Free Estimate 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, the 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 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 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 or 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 Estimate Maker

Free Invoice Generator

Proforma Invoice Template

Expense Management Software

Online Purchase Order

Inventory Management

Debit Note

Credit Note

Delivery Note

Payment Receipt

Other than these tools Refrens also provide the marketplace services to the businesses by providing them the best freelancers or agencies.