- 1 Guide to Create a Quotation with Quotation Generator
- 2 How to prepare a quotation for business?
- 3 How to Send a Quotation to the Client?
- 4 How to Personalize your Quotations using Free Quotation Generator?
Guide to Create a Quotation with Quotation Generator
When creating quotations or estimates, the buyer must keep one important factor in mind. How fast you can communicate with the client. So you should be able to create quotations quickly. This is only possible when you use a quotation maker like Refrens. Using Google Docs or Sheets, it is very painful to create quotations and to maintain them.
Here is the step by step guide for creating quotation.
How to prepare a quotation for business?
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. It shows the potential customers about the purpose of your quotation. After adding a title, you can add the company logo and if you are a freelancer then you can add your personal logo.
2. Quotation Number
In this section, you have to add the quotation number to your quotation. When 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 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 then 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 purchase order number 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, same as issue date adding due date is also important. This helps the client to know when the quotation is valid. Especially when you offer discounts, 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 freelancer name, address, email, phone number. If you are creating a TAX quotation then simply add a TAX 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
- Phone Number
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. You can easily customize the product/service description column as per the quotation requirement by simply using the option “Add/Rename Column”.
You can also add TAX(if applicable), by enabling the TAX you can add HSN/SAC Code, TAX Rate.
Our free quotation maker has the feature of changing the currency, changing number format, add a discount, charge 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 labor, then you must also add the details about it and what it will cost.
8. Additional Notes
This is a good place to detail out 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. (changing color and templates are premium features, i.e:- you have to pay a certain fee to use the 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 can 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 Personalize your Quotations using Free Quotation Generator?
Refrens free quotation generator allows the user to customize the quotation easily. You can add custom fields and columns to add more data and information to the quotation. You can also add a logo and digital signature and attachments like PDF files, images, or any other documents. Select the best quotation template that suits your business needs. Refrens estimate maker allows users to change the quotation template colors (more than 240 colors) and also the fonts on the quotation.