GST quotation format for Indian businesses
A good quotation tells the buyer exactly what they will pay, including GST, and looks professional enough to win the order. Here is what a GST quotation should contain, with an example, and how to make one without typing it in Excel.
What a GST quotation must show
Your business name, address and GSTIN; the buyer's name and, if registered, their GSTIN; a quotation number and date; a validity date; and for every item the description, HSN code, quantity, unit, rate, discount and GST rate. A quotation is not a tax invoice, but buyers compare quotes on the final amount, so showing GST clearly avoids surprises later.
CGST and SGST, or IGST
If your buyer is in the same state as you, split the tax into CGST and SGST (half each). If the buyer is in another state, charge IGST instead. The first two digits of a GSTIN are the state code, for example 24 for Gujarat and 27 for Maharashtra, so comparing the two GSTINs tells you which one applies.
Example
Gupta Electricals in Vadodara (GSTIN starting 24) quotes Sharma Traders in Pune (GSTIN starting 27): MCB 32A Double Pole, 4 nos at ₹460 = ₹1,840 at 18%; PVC Wire 2.5 sqmm, 2 coils at ₹2,450 = ₹4,900 at 18%; LED Panel 15W, 10 nos at ₹320 = ₹3,200 at 12%. Taxable value ₹9,940, IGST ₹1,597.20, grand total ₹11,537 after rounding.
Totals, words and terms
Show the subtotal, discount, taxable value, tax, round-off and grand total, and write the amount in words. Add terms such as validity (for example 7 days), payment terms, delivery time and your bank or UPI details so the buyer can confirm the order without calling you.
Excel template or quotation software?
An Excel quotation format works for a few quotes a week, but rates go out of date, GST is easy to get wrong and every enquiry has to be typed. Quotation software picks rates from your own price list, applies the right GST automatically and produces a branded PDF or WhatsApp link in minutes.
Make a GST quotation with QuickEstimate
Upload your price list once. Then add an enquiry as a photo of the customer's slip, a WhatsApp screenshot or pasted text. QuickEstimate matches each item to your catalogue, applies your rates and the right GST, and gives you a quotation to send. Try it free for 14 days.
See it with your own enquiry
Bring your price list and one real enquiry. Check the matches, rates and finished quotation before you decide.