How to Make Quotation Which Your Clients Accept
                     How to Make Quotation Which Your Clients 
Accept?
https://www.imprezz.in/ | Imprezz
Small businesses in India can poach clients if they know how to make 
quotation that works for their business. Not many business owners realize 
that the way they create quotations can cost them business. They fail to 
follow-up on quotes or turn them around faster, which results in loss of 
revenue.
Healthy cash flow and converting invoices into payment are some of the top 
financial challenges faced by the SME’s. Working efficiently on the quotation 
processes can immediately rid businesses of the delayed client’s acceptance. 
Simultaneously it helps businesses get paid faster, improving the cash flow.
So, having your hands-on with creating quotation which your clients accept 
can make all the difference. Imprezz.in, the best
 accounting software in India, can help you create captivating, 
professional quotes that your clients can’t ignore.
In this article, we coupled a comprehensive guide on how to make a 
quotation which your clients accept.
What is a Quotation?
A quotation is a document that businesses send clients to offer 
their goods and services at a specified rate and conditions. 
Alternately, quotes provide an estimation for projects.
Quotations aren’t a legally binding document unless they are 
specified as an official part of a contract. However, once the 
client accepts the quote, they are committed to that particular 
sale at specified rates.
When Should Businesses Send a 
Quotation?
Usually, businesses are asked to send quotations by clients 
interested in knowing about the goods or services precisely before 
purchasing them.
It is crucial to send quotations within a few hours from the 
requested time. Customers interested in buying a particular 
product, request quotes from several businesses—the one to send 
quotes at the earliest wins.
At the same time, businesses must be quick enough to calculate 
costs and profit margins accurately. Automate quotation processes 
to avoid sending faulty sales quotes to your clients. Do not offer 
unrealistic prices as a quote is not a legally binding document.
How to Make Quotation which Your Clients 
Accept – 8 Simple Steps
A quotation can either be a document with specified rates or a 
verbal proposal. Creating quotes and effectively managing 
quotation processes is vital for businesses to land on potential 
clients.
By automating quotation processes, you can quickly generate 
new businesses. It can stimulate the overall business growth. 
Here are 8 simple steps to create a quotation that clients accept.
1. Select an Imposing Template
Creating quotations is a learning process. Using a standardized 
quotation format makes it more professional and impressive. You 
can make comprehensive quotations, customize details with 
templates that your clients will love.
There are several sales quotes templates available on an 
online quotation creator. Mostly businesses in India use 
bookkeeping or online accounting software to generate sales 
quotes.
You can also send estimates with approximate prices through 
accounting software. Imprezz offers an estimating feature that 
enables you to generate estimate quotations in the cloud. 
You can directly send it to clients via email. The Feature allows 
your clients to approve quotes automatically.
2. Add Client Information
A detailed quote provides a better understanding of your products and 
services. You need to include the following information to make your quotes 
look more professional.
 Business Name
 Company Address
 Contact Number
 Fax Number (If any)
 Email Address
 Contact Name and Title
That said, do not forget to mention your contact details in the quotation.
3. Add Quote Number
If you use accounting software for creating quotations, it 
automatically generates a quotation number for you. However, the 
software must provide features to edit the quote number when 
required.
4. Enter the Date of Issue
The date of the issue specifies the date on which you send the 
quotation to your client. Including the “date of issue” is vital since 
a quote is usually valid for a limited time.
You can also mention the validity of your quote. However, you can 
extend or decrease the quoted time if you prefer doing it.
5. Include Your Products and Services
Enter the products or services you are quoting under “line items”. It is 
always ideal to describe the items, product number, quantity, unit price, 
and total amount per item.
Divide the products and services concerning the different stages of a 
project. You can also separate labor and material charges. Imprezz offers 
you quotation templates that are specific to your industry.
The image below demonstrates the pre-build Imprezz quotation 
templates that are uniquely designed concerning the different industry-
types.
Organize the 
cost breakdown. 
Do not include 
any information 
irrelevant to the 
project. Sum up 
the costs and 
add your 
subtotal. Not to 
forget, add tax 
amount on the 
total if 
applicable.
6. Mention the Terms and Conditions
Mentioning terms and conditions allows you to specify possible 
variations of a project. As a freelancer or a small business, you 
need to explain the additional charges applicable to the product. 
Explain the conditions under which additional charges are 
applicable.
Mention how and when you want to be paid for the project. Add 
payment modes and details. Mention in prior if you expect an 
advance deposit for the project. You can specify if you’d like full 
payment on completion or half up front, and a half after the 
project is completed.
7. Include Notes
You can include any additional information in the notes. It is an 
ideal place to add information regarding the time and anticipated 
completion date. Summarize the scope of your project, thank 
your client for the opportunity and let them know you are waiting 
to work with them.
8. Add Optional Details
You may not want to include specific information in your quotations. 
However, it is a good idea to include some optional details. You can 
add the following elements in your quotes.
1. Purchase Order Number (The one you receive from the client)
2. Discount
3. GSTIN – Your Sales Tax Number
4. Signature
Check the spellings and grammatical accuracy of your quotation. Make 
sure that all your calculations are accurate. Once you have completed 
all the steps mentioned above, you can email the quote to your client.
The image 
demonstrates 
the mailing 
feature 
available on 
Imprezz.in. Once 
you complete 
creating a 
quotation, you 
can directly mail 
it to your client 
on Imprezz 
accounting 
software.
How to Format Quotations
There are no legal regulations to format a quote. However, you 
can implement some basic formatting while creating a quote. 
Most businesses prefer using quotation formats similar to their 
invoice formats.
If your accounting software offers features to create quotations 
and invoices under the same platform, it is a win-win situation.
The image below demonstrates the single dashboard feature of 
Imprezz.in where you can create standardized quotations, 
tailored quotes, and GST ready invoices under the same 
platform.
Single 
Invoicing  
Dashboard 
Feature on 
Imprezz.in
It is mandatory to choose a template that specifies “Quotation” or 
“Quote.”  It enables your client to differentiate the quotation from other 
documents.
It is crucial to have the date, quotation number, customer information 
mentioned at the top. You can then enter the product details and price. 
Always have your business information mentioned at the bottom of the 
quotation template.
Make sure you create quotations that are easy to read, use clear fonts, 
and layout. Add your company logo to personalize the quotation 
format. Always remember that your logo must reflect your brand.
Even when you are mailing the quotation, make sure your quotation 
looks impressive when printed. Some customers might want to keep a 
printed record. Make sure that your quote fits within an A4 – size sheet. 
Attach files separately if required.
You can automate all your quotations processes through an 
online quote maker. It makes it easier to create compelling quotations. 
Also, it helps you keep track of quotes sent to the customer.
Quotations v/s Proforma Invoices
For any business, it is crucial to understand the difference between a 
proforma invoice and a quotation. A proforma invoice is a 
nonofficial document sent to a client before confirming the project’s 
final details.
Businesses usually use a proforma invoice at the same point in the 
sales process as that of a quotation. However, a proforma invoice and 
quotation are set out for different purposes. A quote is generally sent 
to a client in reply to an inquiry. When a client requests for further 
details, a proforma invoice is sent.
In a nutshell, quotations are sent to poach clients, and proforma 
invoice is sent once the client has committed to purchase. Proforma 
invoices used as businesses cannot send an actual invoice when the 
sale is still uncertain.
Quick Tips on How to Make Quotation 
Which Your Clients Accept
Construct your sales quote precisely
Send a quote within 24 hours
Insert a quoting engine on your website
Follow up frequently after sending a quotation
Always ask questions to your potential customers and learn 
from mistakes
Creating Quotes Made Easier with 
Imprezz.in
Managing your finances through spreadsheets can be stressful. It 
curbs the business accounting workflow. It is vital to have access to 
all your financial data at your fingertips.
With Imprezz.in, you can see the summary of quotes in progress. You 
can see whether it is a draft, sent, accepted, or expired quote. With 
Imprezz, it is easy to track your quotes, automate the follow-up 
procedures, and keep your business on track.
You can automate quotation processes on Imprezz.in. Create a 
quotation in just a few clicks. Worry no more, send standardized 
quotes with no hassles.
The image 
below 
demonstrates 
the standardized 
quotation 
template which 
includes all the 
key 
considerations 
mentioned in 
the article 
above.
Conclusion
Sales is not necessarily a complicated process. Know what is your 
unique selling point, add an ideal price on your product or services, 
and sell. It’s that easy!
Never compete with other bids. Try to work out what you need to 
authenticate your project. Then add your margins accordingly.
We hope that our extensive guide on how to make a quotation that 
your client accepts has helped you.
Are you looking for accounting software to automate your bookkeeping 
tasks? Create quotations in no time with Imprezz.in. We offer a 
14 days free trial software program for small businesses in India. 
Start right away!
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