How to Create Professional Quotation in 3 Minutes

Complete Step-by-Step Process

Follow these 8 simple steps to create your first quotation

Open Billmator & Tap "Quotation"

Launch the Billmator app from your home screen. On the main dashboard, you'll see different document type buttons. Tap on the purple "Quotation" button to start creating a new price quote.

Tip: Quotations are sent BEFORE the sale to propose pricing. Once the customer accepts, you can convert it to an invoice in one tap!

Add Prospective Customer Details

Enter details of the potential customer you're sending the quote to:

Company/Person Name: E.g., "ABC Enterprises" or "Priya Sharma"
Contact Person: Decision maker's name
Phone/Email: Primary contact method
Address: Delivery/service location (optional)

First-time customer? No problem! Their details will be saved for future quotes and invoices.

Add Products/Services Using Voice

Tap the microphone button and add items to your quotation using voice commands:

Example 1: Product quotation

"Website design 50000 rupees 1 quantity"

✓ Added: Website design | ₹50,000 × 1 = ₹50,000

Example 2: Service quotation

"Digital marketing monthly 25000 rupees 3 quantity"

✓ Added: Digital marketing monthly | ₹25,000 × 3 = ₹75,000

Example 3: Bulk quotation

"Laptop Dell Inspiron 55000 rupees 20 quantity"

✓ Added: Laptop Dell Inspiron | ₹55,000 × 20 = ₹11,00,000

Pro Tip: You can also type manually or select from your saved product catalog!

Set Validity Period (Expiry Date)

This is crucial for quotations! Set when your price offer expires. After expiry, the customer will need a new quote with updated pricing.

7 Days

Quick decisions

15 Days

Most common

30 Days

B2B deals

Custom

Pick any date

Why validity matters: Protects you from price changes, material cost increases, or market fluctuations. After expiry, you can revise pricing.

Create Multiple Pricing Options (Optional)

Want to give customers choices? Create Basic, Standard, and Premium packages in one quotation:

Basic

Essential features only

₹25,000

Best for: Startups, budget projects

Standard

Popular

Most features + support

₹50,000

Best for: Growing businesses

Premium

All features + VIP service

₹1,00,000

Best for: Enterprises

Sales Tip: Offering 3 packages increases sales! Customers often choose the middle option (Standard).

Add Terms & Conditions

Include important terms specific to quotations:

Validity: "This quotation is valid until [Date]"
Payment: "50% advance, 50% on delivery" or "Net 30 days"
Delivery: "15 working days from order confirmation"
Scope: "Includes X, excludes Y"
Price Changes: "Prices subject to change after validity"

Legal Protection: Clear terms prevent disputes and set customer expectations upfront.

Set GST Rates (If Applicable)

If you're GST-registered, add tax rates to each item:

For Quotations: You can show prices with or without GST. Most B2B quotes show "Price + GST" separately.

Example:

Website Development: ₹50,000 + 18% GST = ₹59,000

Note: Quotations are NOT tax invoices. GST is charged only when you convert the quote to an invoice after acceptance.

Preview, Generate & Send

Tap "Preview" to review your quotation. Check:

Customer name and contact details
All products/services with correct pricing
Validity period clearly stated
Terms & conditions included
Your business logo and branding

Once ready, tap "Generate PDF" and share via WhatsApp, email, or print!

After Sending Quotation

What happens next?

If Customer Accepts

1. Open the saved quotation in Billmator
2. Tap "Convert to Invoice" button
3. All details auto-fill (saves time!)
4. Add invoice number & date
5. Generate final tax invoice for payment

Time saved: Converting takes just 15 seconds vs creating new invoice from scratch!

If Customer Negotiates

1. Open original quotation
2. Tap "Duplicate & Revise"
3. Update pricing/quantities as needed
4. Change version to "Quotation v2"
5. Send revised quote to customer

Track versions: Keep history of all quotes sent (v1, v2, v3) for reference!

Follow-Up Reminders

Set reminders to follow up:

Day 3: Check if quote received
Day 7: Ask if they have questions
Day 12: Offer limited-time discount
Day 14: Final reminder before expiry

Track Quote Status

Monitor all your quotations:

Sent (awaiting response)

Accepted (convert to invoice)

Expired (send new quote)

Rejected (analyze why)

Common Quotation Scenarios

How to handle specific situations

Project-Based Quote

For custom projects (design, development, consulting):

1. Break down project into phases/milestones
2. Show individual pricing for each phase
3. Offer package discount for full project
4. Set 30-day validity for complex projects
5. Include detailed scope in terms

Product Catalog Quote

For selling multiple products:

1. Use voice to add items quickly
2. Add bulk discount if quantity is high
3. Mention lead time for each product
4. Set 7-15 day validity (prices fluctuate)
5. Highlight available stock vs made-to-order

Subscription/Recurring Quote

For monthly/annual services:

1. Show monthly price clearly
2. Offer discount for annual payment
3. List what's included each month
4. Mention cancellation policy
5. Auto-renewal terms in T&C

B2B Enterprise Quote

For large business deals:

1. Include detailed specifications
2. Add warranty/SLA terms
3. Show volume discounts clearly
4. Mention payment terms (Net 30/60)
5. Add training/support costs separately

Pro Tips for Winning Quotes

Expert strategies to increase acceptance rate

Respond Fast

Send quotes within 2-4 hours of inquiry. Studies show 78% higher acceptance rate for fast quotes!

Offer Options

Always provide 2-3 packages (Basic/Standard/Premium). Customers love having choices!

Limited-Time Discounts

Add urgency: "10% discount if ordered within 7 days" - increases conversion by 45%!

Highlight Value

Don't just list prices. Show ROI: "Save 20 hours/month" or "Increase sales by 30%"

Include Social Proof

Add: "Trusted by 500+ businesses" or "4.8★ rating" to build credibility instantly

Personal Follow-Up

After sending quote, call/message: "Just sent you a quote. Any questions?" Shows you care!

Frequently Asked Questions

What's the difference between quotation and invoice?

Quotation: Sent BEFORE the sale as a price proposal. Customer can accept, reject, or negotiate. Not a tax document.

Invoice: Sent AFTER the sale/service for payment collection. Legally binding GST document. Cannot be negotiated.

Can I edit a quotation after sending?

Yes! You can create revised versions (v2, v3). Keep original for reference, send updated quote with new version number. Billmator tracks all versions automatically.

What happens when quotation expires?

After validity period, you can either: (1) Extend validity with same pricing, or (2) Create new quote with updated prices. Never feel obligated to honor expired quotes!

How do I convert quotation to invoice?

Super easy! Open the accepted quotation → Tap "Convert to Invoice" → All details auto-fill → Add invoice number → Generate PDF. Takes just 15 seconds!

Can I send quotation without GST?

Absolutely! Many businesses send quotes without GST and add it later in invoice. You can also show prices "excluding GST" or "including GST" - customer's choice!

What's the best validity period to set?

7 days: Quick decisions, promotional offers
15 days: Most common, standard business deals
30 days: Complex B2B projects, government tenders
Choose based on how fast you expect customer to decide!