Quotation

About the quotation tool

How to send a quotation from VyaparKit

1. 1

   Choose who you are quoting

   In Quote to, pick a saved customer or add a new one. Set the Place of supply so the GST split matches what the invoice will show.

2. 2

   Write the subject and lines

   Fill Subject (for example, Quotation for office furniture). Click Add line for each item with HSN/SAC, Qty, Rate, Disc % and GST rate.

3. 3

   Add terms

   Fill Delivery and Payment terms, set Valid until (30 days by default), and add warranty or exclusions in Terms & conditions.

4. 4

   Create and share

   Click Create quotation. Download PDF or send via WhatsApp with a prefilled message. The share link tells you when the customer opens it.

5. 5

   Convert on approval

   Once accepted, open the quote and choose GST Invoice, Sales Order or Proforma Invoice under Create from this quotation.

What a professional quotation should contain

• Quotation number (QT/26-27/0001) and date, plus the customer's enquiry reference.
• Your business name, address, GSTIN and contact details, and the customer's details.
• A clear subject line describing the job or supply.
• Itemised lines with description, HSN or SAC, quantity, unit, rate and discount.
• GST shown separately per line or in the summary, with the total in figures and words.
• Validity date after which prices may change.
• Delivery time, payment terms (advance, credit days) and who bears freight.
• Exclusions, warranty and any conditions, plus an authorised signature.

Who uses the quotation

Quotation: frequently asked questions

Is a quotation legally binding on the seller?

A quotation is an invitation to deal, not a contract, until the customer accepts it within the validity period and you confirm. Indian contract law treats a clear, accepted offer as binding, so state validity, exclusions and conditions clearly. After expiry, you are free to revise prices; issue a new quotation rather than editing the old one.

How long should a quotation be valid?

Fifteen to thirty days is typical for products with stable prices; steel, copper and imported goods often get 7 days because rates move. VyaparKit sets Valid until to 30 days by default and prints it on the PDF. A short validity protects you from cost increases and nudges the customer to decide.

Should GST be included in a quotation?

Show GST separately rather than burying it in the rate. Business customers compare the pre-tax value since they claim input credit, and consumers want to see the final payable amount. VyaparKit prints taxable value, CGST plus SGST or IGST, and the grand total, so both readings are visible on the same page.

Can I see whether the customer opened my quotation?

Yes. When you send a quotation as a Share link, VyaparKit records when the link was opened. Check the document and you will know whether the customer has seen it before you call to follow up. WhatsApp sharing uses the same link with a prefilled message.

How do I convert an accepted quotation into an invoice?

Open the quotation and choose Create from this quotation, then GST Invoice. VyaparKit creates the invoice with the same customer, lines, rates and taxes, numbered in your INV series, and links it to the quote. You can also convert to a Sales Order first if there is a gap between acceptance and delivery, or to a Proforma Invoice to collect an advance.

Can I send a revised quotation?

Yes. Open the original, use Duplicate to copy it, change the prices or lines, and send the new one. It gets the next number in the QT series, so both versions stay on record. Mention 'supersedes QT/26-27/0012' in the notes so the customer knows which one is current.