Business Sales Quotation Template
A business quotation / sales quotation template for goods and services, with shipping terms and a per-line taxable flag so tax is charged conditionally.
Preview
A business quotation or sales quotation is a formal document sent by a seller to a potential buyer. It states the exact price for specific goods or services, lists the terms of delivery and payment, and provides an expiration date before the buyer commits to a purchase.
Business Quotation Template; Excel Quote with Shipping Terms and Tax
This is a quotation template for orders that ship, and for tax that only applies to some of it. This template is ideal if you are quoting products or quoting a service. The templates provides options to specify quantities and unit prices; how it ships and who carries the cost in transit. It also allows you to mark some products taxable and some as not if you want.
This template handles three things.
- A shipping and terms strip above the items,
- a six column table underneath, and
- a Taxable column that decides which lines the sales tax applies to.
The taxable flag is good feature of this template
Mark a line with T and it is taxed. Leave it blank and it is not. The sales tax figure adds up only the flagged lines and applies your rate to that, rather than to the whole subtotal.
That reflects how a real quote usually looks. Goods are taxable, delivery and installation and training often are not. You can put the products and the labour on the same page and still get the tax right.
Get a working Excel file
Answer the questions and download a real .xlsx with live formulas, or a .pdf if you want. Change a quantity and the line amount, the subtotal, the sales tax and the total all move together.
What is on the quotation template?
A purple stripe down the edge and an oversized QUOTATION wordmark
The date, quotation number, customer ID and valid-until date at the top right
Your details on the left and the customer's under "Quotation for:"
A terms strip: salesperson, P.O. number, ship date, ship via, F.O.B. point and terms
A six column items table with room for twelve lines
A totals block: subtotal, tax rate, sales tax, an "other" line and the total
A contact note beside the totals, and a thank-you band at the foot
How to create your quotation
Open the template and click Generate.
Add the quotation number, date, customer ID and valid-until date.
Enter your details and the customer's.
Fill in the terms strip.
Add one row per line, with quantity, unit price, and
Tin the taxable column where taxapplies.Set your tax rate, add anything on the "other" line, then generate and download.
Who is this for
Suppliers, wholesalers, distributors and manufacturers quoting goods to trade customers. Anyone whose quotes mix taxable products with exempt services, and anyone who has been asked "does that price include delivery?" and would rather the quotation had answered it.
Note: This template is provided for convenience and general information only and is not legal, tax or accounting advice. Which goods and services are taxable, at what rate, and whether a quotation binds you once accepted, all depend on where you and your customer are based. Check your local rules or ask your accountant before relying on the taxable flags. A quotation is not an invoice: do not use it to ask for payment.
- Professional formatting and layout
- Easy customization with guided questions
- Multiple export formats: pdf, xlsx
- Legally reviewed and compliant
- Instant download after generation
What does the Taxable? column do?
It decides which lines are taxed. Put the letter T against a line and the sales tax applies to it; leave it blank and it does not. The sales tax figure is a SUMIF that adds up only the flagged lines and applies your rate to that, rather than to the whole subtotal. It is the feature that makes this template worth choosing: goods are usually taxable while delivery, installation and training often are not, and a template that taxes the subtotal in one go quietly overcharges on every mixed quote.
How do I enter the tax rate?
As a plain number. Type 7.2 for seven point two percent, not 0.072. The cell displays it as 7.20% and the sales tax line divides by a hundred behind the scenes. Leave it at zero for a quote with no tax at all, and remember the rate only ever applies to the lines you have flagged.
What is the difference between a quotation and an invoice?
A quotation is an offer: this is what we would supply and what it would cost, and here is how long that price holds. An invoice is a demand for payment for goods already supplied. Do not send a quotation expecting to be paid from it, and be careful about relabelling a quote as an invoice, because in many places an invoice is treated as a demand and a customer's accounts system may simply pay it.
What should I put as the valid-until date?
Thirty days is the usual default, and shorter if your material costs move quickly. It is the field people leave blank and later wish they had not: without it, a price you quoted in March can still be waved at you in September, after your own supplier has put their prices up. If one particular cost is volatile, say which one in the contact note.
What file do I get, and can I edit it afterwards?
You get an Excel file (.xlsx), or a .pdf if you want. The Excel file is fully editable and every figure below the line items is a real formula, so changing a quantity updates the line amount, the subtotal, the sales tax and the total together. That matters on a quotation, because quotes get negotiated: a customer asks for sixteen rather than twelve, or wants the training taken out, and you can answer without rebuilding the document.
How many lines can I add?
Twelve. The totals sit directly beneath the items table, so a thirteenth line would overwrite them. The limit is a property of the layout rather than an arbitrary cap. For a bigger order, download and edit the excel file or quote in sections or attach a full schedule and summarise it here.
What is F.O.B. Point and do I need to fill it in?
It is the point at which responsibility for the goods passes from you to the customer, which in practice decides who carries the loss if something is damaged in transit. 'Warehouse' means the customer carries it from the moment it leaves you; 'Destination' means you carry it until it arrives. It is much easier to agree at quotation stage than after a pallet turns up broken. If you do not use formal shipping terms, plain words are better than a blank.
What is the Other line for?
Anything outside the line items: a delivery surcharge, a crating or pallet charge, or a rebate entered as a negative number so it comes off. It is added after the sales tax, so use it for amounts you are not charging tax on. If the charge is taxable, put it in the items table with a T instead so it is taxed correctly.
Can I use this to quote services rather than products?
You can, though it is built for goods: it has quantities, unit prices and shipping terms. If you are quoting a piece of work for an agreed price with no shipping and no split tax treatment, the simple quotation template is cleaner, with one description column and one amount column. Come back to this one when a quote mixes products with labour, or when tax applies to some lines and not others.
How do I show my currency?
Enter it as a symbol and it is applied to the number format of every money cell, so figures display as $612.40 without you typing the symbol into each one. That also keeps them as numbers rather than text, which is what lets the sums and the SUMIF work. If you are quoting across a border, use the symbol your customer will recognise and say in the contact note who carries any exchange-rate movement before the order is placed.
Premium plan required to use this template