Free · No signup · Quote to invoice in one click
Free Quotation Generator — Convert Quotes to Invoices in One Click
Price the job, set how long the offer stands, and invoice it when the client says yes.
This quotation generator turns your prices into a clear, numbered quote that a client can say yes to. Set how long the price holds, spell out the terms and ask for a deposit if the job needs one. When the client accepts, the same document becomes an invoice in one click, with the items, taxes, discount and any deposit carried across, so nothing is retyped.
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How to Create a Quotation
Add your business
Name, address, tax number and logo, entered once and remembered on this device.
Add the client and the items
The document type is already set to Quotation. Choose the client’s currency, for example EUR for a client in Germany, and add a line for each item or stage of work. Rows copied from Excel or Google Sheets paste straight into the items list.
Check the validity date and terms
The quote is valid for 30 days from today unless you change it. Add terms and a deposit if the job needs them.
Design, download and send
Pick a template, then download the quotation as a PDF or send it by WhatsApp or email with a message you can edit.
Quotations are numbered separately from invoices (QUO-2026-0001, QUO-2026-0002…), so a quote that is never accepted leaves no gap in your invoice sequence. That separation is one reason to use a quotation maker with PDF output rather than an invoice with the word “quote” typed on top.
Quote vs Estimate vs Proforma Invoice
These three documents are often confused, and the difference matters when a client later disputes a price:
| Compared | Quote | Estimate | Proforma invoice |
|---|---|---|---|
| What it is | A fixed price for a defined scope | An informed guess at the cost | A preview of the final invoice, issued before delivery |
| Can the price change? | Not within the validity period, once accepted | Yes, as the real work becomes clear | Only if the order changes |
| Typical use | Projects with a clear specification | Repairs, renovations, open-ended work | Advance payment, customs, letters of credit |
| Requests payment? | No, though it can ask for a deposit | No | Yes, usually payment in advance |
| In this tool | Quotation | Quotation, with an “estimate” note in the terms | Proforma Invoice |
If your trade gives estimates, the quotation works as a free estimate generator: state in the terms that the final price may vary, and by how much. How binding each document is depends on your contract and country, so check local rules for anything high-value.
What to Include: Validity Date, Terms & Deposits
Validity date
A validity date protects you when your own costs move. A contractor buying materials, or a consultant quoting in USD to a client who pays in INR, cannot hold a price forever. Thirty days is the default; shorten it when supplier prices are volatile, and lengthen it for public-sector tenders with long approval cycles.
Terms
Good terms answer the questions that cause disputes: what is included and what is not, when work starts, how many revisions are covered, how payment is staged and what happens after the quote expires. Short, specific sentences beat a page of boilerplate nobody reads.
Deposits
Ask for a deposit as a percentage or a fixed amount. On a GBP 4,800 website project, a 30% deposit is GBP 1,440, and the quotation shows it clearly. When the client pays, record the amount and date on the quote; converting it to an invoice then carries the deposit over as a payment, so the invoice shows only the balance still due.
Convert an Accepted Quote into an Invoice
Mark the quote as accepted
Open the quotation in the advanced editor and set its status to Accepted with the status button in the toolbar.
Create the invoice
Use Create invoice in the toolbar, shown on wider screens once a quote is accepted, or open the document menu and choose Convert to… → Invoice.
Check the new invoice
It gets the next invoice number, today’s date and a due date from your payment terms (14 days unless you change them). Items, taxes, discount and client carry over unchanged.
The original quotation is kept and marked Converted, so you can always see what was offered and what was billed. If the client needs a document to arrange payment before delivery, convert to a Proforma Invoice first, and convert that to the final invoice when the goods ship.
Quotation Generator FAQ
Is a quotation legally binding?
In many countries an accepted quotation can form a contract, which is why the validity date and terms matter. The exact position depends on your jurisdiction and on what both sides signed, so take local advice for large jobs.
How long should a quotation be valid?
Thirty days is common and is the default here. Use a shorter period when your costs change quickly and a longer one when the client’s approval process is slow.
Can I quote in a different currency?
Yes. Choose any of more than 160 currencies, such as AED, EUR or INR, before adding prices. Amounts are entered in that currency; the tool does not apply exchange rates.
Can my client accept the quote online?
Not yet. The share link lets the client view, download and print the quote, but acceptance happens the way you agree it, for example by email, and you then mark the quote as accepted.
What is the difference between converting to an invoice and to a proforma?
An invoice requests payment for work that is done or goods that are delivered. A proforma invoice comes before delivery, often to arrange advance payment or customs paperwork, and is converted to the final invoice later.
Can I reuse an old quotation for a new client?
Yes. Duplicate it: the copy gets a new quotation number and today’s dates, while the items and terms stay, ready to edit for the new client.
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