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Free Quotation Format in Excel
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Download a ready-to-use quotation format in Excel and prepare customer quotations in minutes. Add products, pricing, and GST easily
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WHAT IT IS
What is Quotation Format in Excel?
A quotation format in Excel is a ready-made spreadsheet you open in Microsoft Excel, fill in your details, and send to a customer as a price offer. It is pre-designed with all the required fields. business name, item list, rates, GST rows, and total, so you do not have to build the layout from scratch.
The main reason most Indian businesses prefer Excel for quotations is the built-in formulas. You enter the quantity and rate for each item, and Excel automatically calculates the line total, subtotal, GST amount, and grand total. No manual math. No risk of a calculation mistake on a big order. This is different from a Word quotation format, where every number has to be typed in by hand. It is also different from a PDF, which is a locked format used for sharing, not for editing.
A quotation format in Excel is also sometimes called a quotation bill format in Excel, a quotation template in Excel, or a quotation format in XLS. All these terms mean the same thing.
Quick Guide
How to Use a Quotation Format in Excel
01
Enter Company Details
Fill in your business name, address, phone number, email ID, and GSTIN at the top of the template. This identifies you as the seller. If you are GST-registered, your GSTIN is mandatory, without it, your buyer cannot claim Input Tax Credit.
02
Add Customer & Quotation Information
Enter the buyer’s name, address, phone number, email ID, and GSTIN in the Bill To section. On the right side, fill in the Quote Number, Date, Payment Due Date, and how long the quote is valid for.
03
Mention the Quote Preparer
Enter the name of the person who prepared this quotation in the “Quote Prepared by” field. This is useful for large teams where the buyer may need to follow up with a specific person.
04
Enter Product or Service Details
Add each item in a separate row. Fill in the description, HSN or SAC code, unit, quantity, rate per unit, discount percentage, and GST percentage. The Amount column calculates the final line total automatically.
05
Calculate the Final Amount
Once items are entered, the template calculates the subtotal, discount, taxable amount, total GST, and final amount automatically. Write the final amount in words in the “Amount in Words” box; this is required for formal quotations.
06
Add Notes, Declaration & Signature
Add any special instructions or payment terms in the notes section. Fill in your declaration, and add your company seal and authorised signature at the bottom before sending.
Understanding The Basics
Key Components of Quotation Format in Excel
Business Details
Clearly display your Business Name, Logo, Address, Phone Number, and GSTIN. In a Word template, this is typically in the header
Quotation Number & Dates
Assign a Unique Quotation Number for tracking, the Date Issued, and a Validity Period (e.g., “Price valid for 30 days”)
Customer Details
Include the customer’s Full Name (or business name), Address, and Contact Details.
Product or Service Details
A clean table with columns for Description, Quantity, and Unit Price. The final “Total Amount” column will need to be calculated and typed in manually.
Summary of Charges
A clear, manually calculated summary showing the Subtotal, Discounts, the total GST Amount, and the final Grand Total.
Terms & Conditions
A pre-written text box detailing your mandatory legal information, such as Payment Terms (e.g., 50% advance) and Delivery Schedule.
Advantages
Why Use Excel for Quotations?
1. Formulas Do the Math for You
Enter the quantity and rate, and Excel calculates the line total, subtotal, GST, and grand total automatically. No typing totals by hand. No chance of a calculation error on a ₹5 lakh order.
2. Fast to Fill and Reuse
Once you have set up your master template with your business details and logo, filling in a new quotation takes under 5 minutes. Open the template, add the customer name and items, save as PDF, and send.
3. Easy to Change During Negotiation
If the customer asks for a discount or wants to change the quantity, you just update the number in Excel, and all totals recalculate instantly. In Word or a PDF, you would need to redo every calculation manually.
4. Works for Any Number of Items
Need to quote 3 items or 40? Just add rows and drag the formula down. The template scales without any redesign.
5. Looks Professional When Converted to PDF
An Excel quotation saved as a PDF looks clean and structured, identical to a professionally designed document. The customer sees a polished quote, not a spreadsheet.
6. Widely used and easy to learn
Almost every business owner with a computer has Microsoft Excel. There is no new software to install or learn. Open the file, fill it in, and save it as a PDF.
Premium Collection
Premium Quotation Formats
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Got Questions?
Frequently Asked Questions
Find answers to common questions about Quotation formats in Excel
How do I make a quotation format in Excel?
Download one of the free .xlsx templates from this page. Open it in Microsoft Excel, add your business name, GSTIN, customer details, and item list. The built-in formulas calculate totals and GST automatically. Save as PDF and send to your customer by WhatsApp or email.
What is the difference between a quotation format in Excel and Word?
Excel calculates totals, subtotals, and GST automatically using built-in formulas. In Word, all calculations are manual. Excel is better when you are quoting multiple products with different rates. Word is better when your quotation reads like a business letter with a description of your services. Both should be saved as PDF before sending.
How is a quotation different from an invoice?
A quotation is sent before the sale to tell the customer what you will charge. The customer can accept it, reject it, or negotiate. An invoice is sent after the job is done or the goods are delivered, asking for payment. You should never send an invoice before the customer has agreed to the price.
Is Excel quotation format accepted for official business purposes?
Yes. Excel quotations are widely accepted by customers, buyers, and vendors, especially when they are properly structured and sent as a PDF. For GST-registered businesses, include your GSTIN, the buyer’s GSTIN for B2B transactions, and a clear CGST/SGST or IGST breakup.
Can I create a GST quotation in Excel?
Yes. The templates on this page include CGST/SGST rows for intra-state sales and an IGST row for inter-state sales. Enter the applicable GST rate, and the formulas calculate the tax amount and grand total automatically. For a full GST quotation format with detailed guidance, see the GST Quotation Format page.
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