GST Quotation Format: What to Include, With a Checklist

A good GST quotation format shows who is selling, who is buying, exactly what is offered (with HSN or SAC codes), the taxable value, the GST rate and how it splits into CGST and SGST or IGST, the total payable, how long the offer is valid, and the payment and delivery terms. Remember one point above all: a quotation is an offer, not a tax invoice. It does not create a GST liability by itself, and your buyer cannot claim input tax credit on it.

This guide explains each part of a quotation, how it differs from a proforma invoice and a tax invoice, and gives you a checklist you can hand to your sales team.

Is a quotation required under GST law?

GST law lays down detailed rules for the tax invoice, but it does not prescribe a format for a quotation. A quotation is a commercial document. You are free to design it the way that suits your business.

Even so, most B2B buyers expect the quotation to calculate like the invoice that will follow. Their purchase team compares quotations line by line and often copies your figures straight into their purchase order. A vague quotation leads to a vague purchase order, and the confusion lands on your accounts team at invoicing time.

So the practical rule is simple: build your quotation so that, if the buyer accepts it unchanged, your invoice can be issued with the same descriptions, codes, rates and totals.

What should a GST quotation contain?

Seller details

• Legal name and trade name of your business
• Registered address and the address you will dispatch from, if different
• Your GSTIN
• Contact person, phone and e-mail of the salesperson handling the enquiry

Buyer details

• Buyer's company name and billing address
• Buyer's GSTIN (if registered) – ask for it at quotation stage, not at dispatch
• Shipping address, if different from the billing address
• Contact person

Quotation reference

• A unique quotation number from one series (for example QT/2026-27/0142)
• Date of issue
• Revision number if you have sent earlier versions
• Buyer's enquiry or RFQ reference, if they gave one

Line items

For each product or service:

• Clear description (size, grade, model, finish, packing)
• HSN code for goods or SAC for services
• Quantity and unit (pieces, boxes, square metres, kg, sets)
• Rate per unit
• Discount, if any
• Taxable value
• GST rate and tax amount

Use the same HSN code and level of detail that your accountant uses on invoices. The number of HSN digits required on invoices depends on your turnover, so check with your CA and keep the quotation consistent with that.

Tax and totals

• Sub-total of taxable value
• CGST and SGST (for intra-state supply) or IGST (for inter-state supply), each with the rate and amount
• Freight, packing or installation charges, with their GST treatment
• Grand total, also written in words if your buyers prefer it

Terms

• Validity of the quotation (a date, not just "15 days")
• Payment terms (advance percentage, credit days, mode)
• Delivery period from the date of order or advance
• Delivery basis (ex-works, door delivery, freight to pay)
• Warranty or guarantee, if applicable
• Who bears loading, unloading, insurance
• Jurisdiction and any other conditions

CGST and SGST or IGST: how do you decide?

This depends on the place of supply compared with the state where you are registered.

• If your registration and the place of supply are in the same state, the supply is intra-state. Show CGST + SGST, each at half the applicable rate. For example, on an 18% item you show 9% CGST and 9% SGST.
• If they are in different states, the supply is inter-state. Show IGST at the full rate, for example 18%.

For goods that you move to the buyer, the place of supply is generally where the movement ends, that is, the delivery location. There are special rules for bill-to-ship-to deals, services and imports and exports. If you are unsure for a particular deal, confirm with your CA before you send the quotation, because a wrong tax type on the quotation usually gets copied into the purchase order.

For exports, supplies are treated as zero-rated under GST. Exporters either supply under a Letter of Undertaking (LUT) without paying IGST or pay IGST and claim a refund. An export quotation is normally in foreign currency and on an Incoterm basis; see our guide on CRM for exporters for how to manage those.

Quotation vs proforma invoice vs tax invoice

These three documents are often confused. Here is how they differ.

The key point: never let a buyer treat your quotation or proforma as an invoice for accounting. If an advance is received, discuss the GST treatment of that advance with your CA.

GST quotation checklist

Give this checklist to every salesperson who sends quotations.

Common mistakes to avoid

1. Writing "GST extra" with no rate. The buyer cannot compare your price with others and may assume a lower rate.
2. Wrong tax type. Showing IGST to a buyer in your own state, or CGST and SGST to an out-of-state buyer.
3. No validity date. Six months later, the buyer sends a PO at the old rate and expects you to honour it.
4. Many versions in WhatsApp and e-mail. Nobody knows which revision the buyer accepted. Keep every revision in one place with the same quotation number and a revision suffix.
5. Calling the quotation an "invoice". Label it clearly as a quotation.

What happens after the quotation is sent?

Follow up before the validity date and, once accepted, convert it into an order without retyping. If quotations still live in spreadsheets, read Excel vs CRM, and see where quotations sit in a B2B sales pipeline.

For official information on GST registration, returns and invoicing, refer to the GST portal at gst.gov.in.

How SmartMorbi CRM helps

SmartMorbi CRM lets your team create GST quotations from the product catalogue, so descriptions, HSN codes and rates stay consistent. Each quotation can be sent as a PDF or a shareable link, and you can see when the buyer has viewed it. Follow-up reminders and tasks make sure someone calls before the validity date runs out.

When the buyer agrees, convert the quotation into an order with one action, then track dispatch, payments and outstanding against the same customer record. Exporters can send multi-currency quotations in USD, EUR, AED and more. Every revision stays with the lead, so there is no hunting through WhatsApp chats. See the features or check the plans on our pricing page.