Quotation template with line items and GST.
The structure of a quotation an Indian service business actually sends: both header blocks with GSTIN, numbered line items with HSN or SAC, quantity, rate and amount, then discount, the CGST and SGST or IGST rows, round off, and a total you can read back in words. Copy it as CSV and fill it in your own spreadsheet.
The template, filled with an example
Read it first, then replace every value with your own. The example is a website project quote from a fictional vendor to a fictional client, and the arithmetic is deliberately left visible so you can check it line by line.
Illustrative example only. “Sample Vendor Private Limited” and “Sample Client Private Limited” are invented for this page, and the GSTIN strings are placeholders in a valid format — not real registrations and not a real transaction. Do not reuse them as records.
Header block — your details and the client's
- Quotation number
- QTN-2026-0142
- Quotation date
- 01-10-2026
- Valid until
- 31-10-2026
- Currency
- INR
- Your business
- Sample Vendor Private Limited (example)
- Your GSTIN
- 29AAAAA0000A1Z5
- Your address
- 12 Example Road, Bengaluru 560038, Karnataka
- Your contact
- [email protected] · +91 00000 00000
- Client
- Sample Client Private Limited (example)
- Client GSTIN
- 29AAAAA0000B1Z5
- Client address
- 45 Example Street, Bengaluru 560001, Karnataka
- Client contact
- [email protected]
- Place of supply
- Karnataka (29) — intra-state supply
- Reference / PO
- PO-EXAMPLE-118
Line items
| # | Description | HSN/SAC | Qty | Unit | Rate (INR) | Amount (INR) |
|---|---|---|---|---|---|---|
| 1 | Discovery workshop, requirement notes and sitemap | 998361 | 1 | Fixed | 45,000.00 | 45,000.00 |
| 2 | UI design — 6 key screens | 998361 | 6 | Screen | 18,000.00 | 1,08,000.00 |
| 3 | Front-end build and CMS integration | 997321 | 1 | Fixed | 32,000.00 | 32,000.00 |
| 4 | Search, analytics and pre-launch checks | 998317 | 1 | Fixed | 15,000.00 | 15,000.00 |
Totals and tax
| Line | Amount (INR) |
|---|---|
| Subtotal (before discount) | 2,00,000.00 |
| Less: negotiated discount | -10,000.00 |
| Taxable value | 1,90,000.00 |
| CGST @ 9% (intra-state) | 17,100.00 |
| SGST @ 9% (intra-state) | 17,100.00 |
| IGST @ 18% (inter-state only — not applicable to this example) | 0.00 |
| Round off | 0.00 |
| Quotation total | 2,24,200.00 |
Amount in words: Two Lakh Twenty-Four Thousand Two Hundred Rupees Only. The taxable value is ₹1,90,000.00, the tax at 18% is ₹34,200.00, and the total is ₹2,24,200.00.
Inter-state variant: if the place of supply is outside Karnataka, replace the CGST row (₹17,100.00) and the SGST row (₹17,100.00) with a single IGST row of ₹34,200.00 at 18%. The total does not change. Confirm which case applies to your transaction with your chartered accountant.
Terms the client signs against
| Term | Detail |
|---|---|
| Payment terms | 50% advance on order, balance on delivery. Advance by NEFT or UPI to the account on this quotation. |
| Quote validity | Valid for 30 days from the quotation date. Rates are exclusive of GST as itemised above. |
| Delivery | First design round within 15 working days of written approval of the scope. |
| Exclusions | Content writing, photography, hosting, domain and third-party licence fees are not included. |
| Change control | Anything outside the scope above is quoted separately before work starts. See the change request template. |
Acceptance
- For Sample Vendor (example)
- Name / designation / date
- For Sample Client (example)
- Name / designation / date
- Accepted on
- DD / MM / YYYY
Quotation template (CSV — illustrative example data) Field,Value Quotation number,QTN-2026-0142 Quotation date,01-10-2026 Valid until,31-10-2026 Currency,INR Your business,Sample Vendor Private Limited (example) Your GSTIN,29AAAAA0000A1Z5 Client,Sample Client Private Limited (example) Client GSTIN,29AAAAA0000B1Z5 Place of supply,Karnataka (29) — intra-state supply Reference / PO,PO-EXAMPLE-118 #,Description,HSN/SAC,Qty,Unit,Rate (INR),Amount (INR) 1,"Discovery workshop, requirement notes and sitemap",998361,1,Fixed,45000,45000 2,UI design — 6 key screens,998361,6,Screen,18000,108000 3,Front-end build and CMS integration,997321,1,Fixed,32000,32000 4,"Search, analytics and pre-launch checks",998317,1,Fixed,15000,15000 Summary,Amount (INR) Subtotal,200000 Less: negotiated discount,-10000 Taxable value,190000 CGST @ 9%,17100 SGST @ 9%,17100 IGST @ 18% (inter-state only),0 Round off,0 Quotation total,224200 Amount in words,Two Lakh Twenty-Four Thousand Two Hundred Rupees Only Term,Detail Payment terms,"50% advance on order, balance on delivery. Advance by NEFT or UPI to the account on this quotation." Quote validity,Valid for 30 days from the quotation date. Rates are exclusive of GST as itemised above. Delivery,First design round within 15 working days of written approval of the scope. Exclusions,"Content writing, photography, hosting, domain and third-party licence fees are not included." Change control,Anything outside the scope above is quoted separately before work starts. See the change request template.
Every rupee figure on this page is in Indian digit grouping, so a pasted amount like 1,08,000 lines up with what your accounting package prints. The worked example uses 4 line items and 8 total rows on purpose — most real quotations are longer.
How to fill it in
Four steps, in the order that avoids redoing the document.
Copy the structure first
Use the copy button below the template. Paste it into a blank sheet, then delete the example rows and keep the column headers.
Replace the header block
Your business name and GSTIN at the top, the client and their GSTIN below it, then the quotation number, date, validity and the client's PO reference if they have one.
Enter line items, not lump sums
One row per deliverable with a description the client can read, the HSN or SAC code, a quantity and unit, and a rate. The amount column should be quantity multiplied by rate — write the formula rather than the number.
Fix tax treatment once per quote
Confirm the place of supply, apply the rate that belongs to your line, and choose CGST plus SGST or IGST. Round off only at the end, and read back the total in words before you send it.
When to use this, and when to stop
A template is genuinely useful at a certain size of business. The honest version of both sides is below.
When this template is the right tool
- You send a handful of quotes a month and each one is written fresh in a word processor.
- You are still deciding your line items, rates, and standard terms, and a fixed layout saves you re-typing them.
- You want the tax split and the total to be arithmetically consistent before the client ever sees the document.
- You need one agreed layout so two people in your office produce quotations that look like the same company sent them.
When you have outgrown it
- You are re-keying the same accepted quote into an invoice and the two versions keep disagreeing.
- Quote versions live in email threads and nobody can say which one the client actually approved.
- You cannot tell, from one screen, what was quoted, what was billed, and what is still outstanding for a client.
- Approvals for discounts or rate changes happen over chat and there is no record of who agreed to what.
The same process in NoxOrigin
NoxOrigin treats the quotation as a record rather than a document. The line items, the tax treatment, the terms and the client already exist on the customer record, so an accepted quote can become an invoice without being retyped, and quoted, billed, collected and outstanding value stay four separate states you can read per client. Nothing here replaces your chartered accountant or your accounting package — the point is that the figures reaching them are already correct.
- Quotes, Billing & Finance in NoxOriginThe quote becomes a record with line items and tax treatment, so the accepted quote can be converted into an invoice without retyping it.
- Quotation and invoice softwareHow a quote, an invoice, a recorded payment, and an ageing list stay four separate, connected states.
- Free GST calculatorCheck the CGST, SGST and IGST split on your own taxable amount before you commit it to a document.
- GST invoice templateThe next document in the chain, laid out with the fields a tax invoice needs.
- Change request templateWhat to do when the agreed scope is not the scope the client now wants.
- Scope change cost calculatorWork the cost and timeline of a change out before it goes into a quotation.
Quotation template questions
Is this a downloadable quotation file?
No. It is a template shown in full on this page, with a copy button that puts the whole structure on your clipboard as CSV so you can paste it into a blank spreadsheet. There is nothing to download and no account to create.
When do I use CGST and SGST, and when do I use IGST?
An intra-state supply — supplier and recipient in the same state — is billed as CGST plus SGST, each half of the total rate, as in the example above. An inter-state supply is billed as IGST at the full rate. Both produce the same total tax for the same taxable value; only the split changes. Where the place of supply falls for your transaction is something to confirm with your chartered accountant.
Do I need an HSN or SAC code on a quotation?
Not on a quotation, in the same way it is required on a tax invoice. It is useful to carry it on the quote anyway, because the accepted quote is what your invoice will be built from and re-typing codes later is exactly the step that introduces errors. SAC is used for services, HSN for goods.
Should the quotation show a discount as a separate line?
Yes, as the example does. A discount line between the subtotal and the taxable value keeps the list price visible, keeps the negotiated price visible, and means the invoice can be checked against the quote without guessing what was reduced.
Start with the template. Keep it as long as it serves you.
If the version on this page does not match how you actually quote — multiple price books, approval thresholds, site visits, or quotes that turn into projects — that is worth a walkthrough.