A quotation is a price offer in writing. It lists what you will deliver, what it costs and how long the offer stands. Your client compares it with other offers and decides. A clear quotation shortens that decision.
This free quotation maker, also called a quotation generator, builds the document from a form. Fill in the form above and you can create quotation online in minutes, with the layout and the maths done for you. The same steps work whether you sell services, goods or a mix of both.
The Refrens quotation maker builds a quotation in nine steps, from the title to the template.
Read the quotation once as your client before you send it. If any line raises a question, fix that line first.
A quotation works when the client can say yes without asking you anything. Include these fields:
A quotation should state a validity date, such as 14 or 30 days from the issue date, so the price does not stay open indefinitely.
Tax rules and mandatory fields differ by country. Check your local requirements before you send your first quotation.
Most lost quotations fail on the same few points.
Terms turn a price into an agreement. Keep them short, specific and easy to find. Cover these points:
These are examples of what to write, not fixed rules. Ask a lawyer to review the terms on large or long contracts, because rules differ by country.
Four documents look alike and do different jobs. Choose by what your client needs to decide.
| Document | What it does | When you send it |
| Quotation | Offers a price for defined work | Before the work starts |
| Estimate | Gives an approximate cost | Before the work, when the scope can still change |
| Proforma invoice | Previews the final charges | Before delivery |
| Invoice | Asks for payment | After the work or the delivery |
A quotation usually fixes your price until its validity date, while an estimate gives an approximate cost that can change. Whether either document binds you legally depends on local law, so check yours.
Use a quotation when the scope is clear. Use an estimate when you cannot price the job exactly yet, such as a repair where you cannot see the fault. You can create an estimate instead of a quotation from the same form. Browse our estimate templates if you want a blank layout.
Use a proforma invoice when you want to preview the final charges before delivery. Start from our proforma invoice templates. Issue the documents in order and link each to the one before it.
Structure the quotation around the question your buyer asks. A buyer of goods asks what one unit costs. A buyer of services asks what the total will be.
Custom columns let you add unit, SKU or hours to the item table without changing anything else.
Illustrative example. We invented the business, the figures and the tax rate.
Priya runs a small web studio. A client asks for a website redesign, an SEO audit and three months of maintenance. She sends a quotation with a 14-day validity.
| Item | Quantity | Rate (USD) | Amount (USD) |
| Website redesign | 1 | 2,400.00 | 2,400.00 |
| SEO audit | 1 | 600.00 | 600.00 |
| Monthly maintenance | 3 months | 150.00 | 450.00 |
In this illustrative example, a quotation of 3,450.00 USD before discount comes to 3,539.70 USD after a 5% discount and 8% tax.
The client accepts on day nine. Priya converts the accepted quotation into an invoice with quote to invoice software instead of typing the job in again. The invoice links back to the quotation, so she can check the original offer if the client questions a price.
Sending is half the job. Most clients need a nudge.
These timings are a common habit, not a rule. Adjust them to your client and your sales cycle.
A single PDF wins one job. These features run your quoting week. They live in your Refrens account, and some sit on paid plans. Pick the ones your selling needs. The examples below are illustrative.
Logo, signature, letterhead and footer. Add your logo and signature. Add your letterhead and footer. A joinery shop sends quotations that match its printed stationery, so the client sees one brand from first quote to final bill.
Custom fields and custom columns. Add fields such as a site address or a project code. Add columns such as unit, area or hours. A cleaning company adds an "Area" column and prices by the square foot. A consultant adds "Hours" and prices by the day.
Header and quotation-level customisation. Customise the header and the quotation details so the document reads the way you write offers. You stop editing the same layout on every job.
Templates and colors. Choose a quotation template and change its color to match your brand.
Language and script. Write the quotation in your client's language. A trader quoting a buyer abroad sends the offer in the buyer's language and removes one reason to hesitate.
Attachments. Attach drawings, specifications or a brochure to the quotation. A fit-out contractor attaches the floor plan so the client reads the price and the plan together.
Sharing options. Download the PDF, print it, send it by email or WhatsApp, or copy a shareable link. A client asks for a price in a chat. You paste the link into the same chat.
Scheduled emails. Schedule the email to go out later. You finish the quotation on Friday evening and it lands in the client's inbox on Monday morning.
Quotation tracking via email. Send the quotation by email and see when the client opens it. Follow up after the open, not before.
Quotation maker app. Create, edit and send quotations from your phone with the Refrens mobile app. A plumber finishes a site visit and sends the quotation from the driveway. The quotation maker online also works in your phone's browser.
Refrens lets you send a quotation by email, WhatsApp or link, print it or download it as a PDF, and schedule the email for a later time.
Quotation management. Keep every quotation in your Refrens account instead of inside email threads. Quotation management software gives you one list to open when a client says "send me that quote again".
Client management. Keep your clients' details with their documents. A client who asks for a second quotation next month needs no second round of typing.
Convert to invoice. Convert an accepted quotation or estimate into an invoice from your Refrens account. The invoice links back to the quotation it came from, so you can open the source whenever a client disputes a figure. If you need a one-off invoice with no quotation behind it, use the free invoice generator.
A quotation generator builds one document at a time from a form. It suits one-off jobs and occasional quoting. The form above does not store your clients, chase replies or track every quotation. Those jobs live in your Refrens account.
Here is what the free access covers.
| Item | Detail |
| Starting cost | Free |
| Account | Free account required to download the PDF |
| Free limit | 15 documents a year across all document types |
| Branding | Free documents carry a small Refrens branding |
The Refrens free plan covers 15 documents a year across all document types, and you need a free account to download the PDF.
Use the free maker when:
Move to quotation software when you quote every week, follow up by hand or need every quotation in one list. Prefer to start from a blank file? Browse our free quotation templates.
Scroll up, fill in the form and make a quotation you are proud to send. The quotation maker handles one-off offers. When your quoting grows, your Refrens account adds tracking, scheduled emails and conversion to invoices. More than 150K businesses across 170+ countries already send quotations and invoices with Refrens.
Yes, you can start for free. The free plan covers 15 documents a year across all document types, and you need a free account to download the PDF. Free documents carry a small Refrens branding. Some features on this page sit on paid plans, so you upgrade only when your quoting needs them.
Open the form on this page. Add a title, a number, the dates, your details and your client's details. List the products or services with quantity and rate, then add terms and notes. Pick a template and create a free account to download or send the PDF.
Yes. The Refrens mobile app lets you create, edit and send quotations from your phone. The quotation maker also works in a phone browser.
A quotation is a price offer that usually stands until its validity date. An estimate is an approximate cost that can change as the scope becomes clear. Use a quotation for defined work and an estimate when you cannot price the job exactly yet.
A quotation offers a price before the work. An invoice asks for payment after the work or the delivery. Send the quotation first, then convert it into an invoice once the client accepts.
Yes. Convert an accepted quotation or estimate into an invoice from your Refrens account. The invoice links back to the quotation it came from.
Download the PDF, print it, send it by email or WhatsApp, or copy a shareable link. You can also schedule the email so it goes out later. When you send by email, you see when the client opens it.
Yes. Add your logo and signature, and use a letterhead and footer. You can also add custom fields and columns, attach files and write the quotation in your client's language.
