Online Quotation Maker App for FREE

Guide to create a quotation

In this digital era, there are many options to create quotations and estimates online. You can use online quotation software, Word or Excel quote format, quotation format in Excel 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 template using a quotation template can grow your business immensely. Creating beautifully designed quotations with proper templates, colours, 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 format 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.

How to make a quotation or estimate for a business using Quotation Maker?

Using Refrens free quotation maker, you can easily make online quotations instantly. Here is the step by step guide to creating a quotation.

1. Quotation Title

Whenever you create a quotation, adding the term QUOTATION is a good practice. Though it is not necessary, it still shows how professional you are with your business. By adding the title, the client will come to know what the document is about. After adding a title, you can add the company logo, and if you are a freelancer, you can add your logo.

2. Quotation Number

In this section, you have to add the quotation number or estimate number. Every time you create a quotation, the quotation number you add should be unique. Having a unique quotation number can help you to track all the quotations and estimates easily.

A quotation number should be a combination of alphabets and numbers. There are different ways to format the number. For example, 00001 or if you want a combination, you can add 2021/QT/001, where 2021 is the financial year, QT for quotation, and 001 is the unique number. When you create the next quotation, then the number automatically changes to 2021/QT/002.

You can also add extra fields like PO Numbers for reference. When you have a reference number, you can easily refer to the previous documents, and it becomes easy to compare the previous documents with the current quotation.

3. Issue Date and Due Date

You will add the issue date on which the quotation is sent to the client, the same as the issue date adding the due date is also important. This helps the client to know when the quotation is valid. Especially when you offer discounts or gifts on a particular product or service for a particular period of time.

4. Add Your Details (Quotation From)

This is the section, where you add all your company information or if you are a freelancer then add your information like the freelancer's name, address, email, and phone number. If you are creating a GST quotation then simply add a GST number, it will automatically extract a PAN number from your GST number and add it to the PAN number column. You don’t have to explicitly add your PAN number. If you want to add more details you can add that as well by using the option “Add New Field”.

5. Add Client Details(Quotation For)

Here you add all the information about your client just like you added yours. Same information like

• Company or Client Name
• Address
• Email
• Phone Number All these details will be saved for you, which will save time and effort for the next quotation.

6. Product/Service Description

The product or service you are going to offer to your customer is added in this section. It includes the product or service name, description, quantity, rate, and the total amount that will cost. The product/Service Description section is completely customizable, which is one of the major features. By clicking here, you can hide a column, rename a column, or add a new column altogether and change your column data type according to your profession and quotation needs.

You can also add GST(if applicable), by enabling the GST you can add HSN/SAC Code, GST Rate. No worry for IGST or CGST and SGST, as our system will automatically add IGST or CGST and SGST based on the state you added in your information and clients’ information.

Our free quotation maker has the feature of changing the currency, changing the number format, adding a discount, charging additional charges and can also hide the total of your quotation.

7. Terms & Conditions

Add the terms of your company and the product or service you offer. In this section, you should clearly define the payment terms and the method of payment you are accepting from the client. Whether you prefer to accept via cards, cheque or direct deposit. You can also add the details regarding the advance payment.

Also, this is a quotation, it should have a fixed price. But in a case in future, if you require any extra material or labour, then you must also add the details about it and what it will cost.

8. Additional Notes

This is a good place to detail the work. You can add the details of the timeline and expected completion period of the project. You can also add the thank you for giving you the opportunity to quote. Now, your quotation is created. The next important step is to select the quotation template that fits your business.

9. Select Template

Always select the template that fits the nature of your business and you should be able to customize it further for professional-looking and detailed information on the quotes that the client will love to have.

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.

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 a professional quotation template for free. FREE QUOTATIONS.

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?

Sending a quotation to a client using Refrens' quotation maker is a straightforward process that offers multiple convenient options. Here's a step-by-step guide on how to do it:

Create Your Quotation - First, create your quotation using Refrens' user-friendly quotation maker. Input all the necessary details including products or services, pricing, and any additional information required.

Save Your Quotation - Once your quotation is ready, save it within the Refrens platform.

Send via Email

• Click on the option to send via email. You'll need to add the client's email address.
• Refrens automatically populate the email subject and body, but you can edit both fields if needed.
• Click the Save button. The quotation will be sent directly to the client's email address.

Send via WhatsApp

• Alternatively, you can choose to send the quotation via WhatsApp.
• Click on the WhatsApp option and select the client's contact.
• The quotation details will be sent as a message through WhatsApp.

Share Quotation Link

• You can also share the quotation by generating a unique link.
• Use the "Copy Link" option to copy the link to your clipboard.
• You can share this link with the client through any messaging platform or embed it on your website for easy access.

Download and Print Quotation

• If needed, you can download the quotation as a PDF for your records.
• Additionally, the client has the option to download and print the quotation directly from the link, saving you the hassle of sending additional files.

How to convert quotations with 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 format 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?

Customizing your quotations using Refrens provides you with the flexibility to tailor your documents according to your specific needs. Here's a detailed breakdown of the customization options available to you, both during the quotation creation process and after the quote has been created:

1. At the Time of Creating Quotation

   Adding Custom Fields and Columns - You have the freedom to add multiple custom fields within the quotation. These fields enable you to include extra information or specific details that are crucial for your client's understanding.

   Customizing the Header - If you need to include additional information at the header of the quotation, Refrens allows you to add custom fields that can be personalized according to your requirements. You can also apply custom formulas, providing dynamic content as needed.

   Overall Quotation Customization - Refrens offers extensive customization options, allowing you to modify the entire quotation from top to bottom. This means you can create a document that perfectly represents your brand and professionalism.

   Adding Attachments - You can enhance your quotation by attaching relevant files, and providing your clients with additional resources or detailed information about your products or services.

2. Post Quote Creation

   Choosing Quotation Templates - After creating the quotation, you can beautify it by selecting from multiple quotation templates provided by Refrens. These templates are designed to match various branding aesthetics, ensuring that your quotation aligns with your brand identity.

   Adding Letterhead and Footer - You have the option to add a customized letterhead and footer, further enhancing the professional look of your quotation. This customization allows you to maintain a consistent brand image.

   Language and Script Customization - Refrens enables you to change the script to different languages if needed. This feature is particularly useful for businesses catering to multilingual clients.

3. Sharing the Quotation

   Once you've applied all the necessary customizations, you can easily share the quotation with your potential client. You have the flexibility to send the quotation via email, WhatsApp, or a shareable link. This ease of sharing ensures that your clients receive the quotation in a format and through a channel that suits their preferences.

By utilizing these customization options, you can create highly personalized, visually appealing, and professional quotations that leave a lasting impression on your clients, increasing your chances of securing the deal. Refrens' user-friendly interface and versatile features empower you to present your business offerings in the best possible light.

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.

• Establishing a strong relationship between client and vendor.
• Logical estimation of the expected cost of material and profit.
• Easy to understand the projects and allocation of labor as per the requirement.
• Lower the risk of disputes between both parties.
• Easy to run business by avoiding unnecessary expenses.

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 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 Estimate Maker

Free Invoice Maker

Proforma Invoice Generator

Expense Report

Lead Management Software

Online Purchase Order

Inventory Management

Debit Note

Credit Note

Delivery Note

Payment Receipt