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Quotation guide

How to Write a Professional Quotation That Gets Accepted

A quotation is often the first formal document a client sees. Make it clear, organized and time-limited so the decision is easy.

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Essential elements of a quotation

  1. Your company details and logo.
  2. Client details, quote number and date.
  3. Accurate line items, quantities and prices.
  4. Tax, discounts and total.
  5. Quote validity period.
  6. Payment and delivery terms.
  7. How to accept (signature or approval link).

Steps to prepare it

  1. Understand the client's need before pricing.
  2. Break the offer into clear line items.
  3. State the scope and what is excluded.
  4. Add terms and validity.
  5. Send as PDF or an approval link and follow up.

Common mistakes

  • Vague items that cause disputes later.
  • Missing validity or payment terms.
  • Unclear tax and discounts.
  • Slow follow-up after sending.

From quotation to contract and invoice

Once accepted, convert the quote into a contract that records obligations, then into an invoice. With Oqoodi AI you can create a quotation, send an approval link and convert it in one click without re-entering data.

This information is general and educational, not legal advice. Consult a qualified professional before making contractual decisions.

Frequently asked questions

How long should a quotation be valid?

It depends on your market and price volatility; 7 to 30 days is common. Always state the period explicitly.

Quotation vs invoice?

A quotation proposes a price before agreement; an invoice requests payment after the sale or service.

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Quotation softwareQuotation vs invoice vs purchase orderInvoice managementDigital quotations

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Reference

FAQGlossary

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