A quotation is what a shop sends a customer before they agree to buy: what you sell, how many, at what price, and until when the price holds. Download the templates below for free, no sign-up.

Download the free quotation template

Quotation template, Excel (.xlsx) fill in the blue cells only; line amounts, totals and VAT add up by themselves
Quotation template, Word (.docx) every field can be edited; add your shop logo
Quotation template, PDF to print print it and fill it in by hand
See a filled-in example the example uses made-up data

What a quotation needs

Your shop: name, address, phone, LINE OA or email, and tax ID if you have one
The document: quote number, date and valid-until date
The customer: name, address and phone
The items: name, quantity, unit, unit price and amount
The money: subtotal, discount, shipping, VAT if your shop is VAT registered, and the total
The terms: how to pay, delivery time and the bank account to transfer to
Signature lines for you and the customer

How to fill in a quotation, step by step

Add your shop name, address and contact so the customer knows who sent it
Give each quote its own number, such as QT-2026-0012, so you can find it when the customer replies
Add the date and the valid-until date; you choose how long the price holds
Add one item per line with its quantity, unit and unit price; the Excel file works out each line
Add any discount and shipping, then the VAT rate; put 0 if your shop is not VAT registered
Write clear terms, such as the deposit, when the rest is due and how many days delivery takes
Add the bank account for the transfer and sign as the one who quoted

If you take PromptPay, see how to confirm the money arrived: What Is PromptPay? How Shops Confirm Payment

Quotation example

This example uses made-up data: 20 cotton shirts at 350 baht each and 20 logo embroideries at 60 baht each.

Subtotal 8,200 baht, minus a 200 baht discount, plus 100 baht shipping: 8,100 baht
VAT at 7% of 8,100 baht: 567 baht
Total 8,667 baht; 50% deposit on acceptance, the rest before delivery

Send the quotation in chat

Save the file as a PDF and send it in the chat where the customer asked; they can open it on their phone straight away
Tell the customer in the chat until when the price holds and what to do next if they agree
If the customer goes quiet after the quote, see Price Asked, Then Silence: How to Follow Up in Chat
When they agree, open the order and follow the transfer in the same chat; see orders in chat

Frequently asked questions

How is a quotation different from an invoice and a receipt?

A quotation goes out before the customer agrees to buy. An invoice goes out once they agree and it is time to collect. A receipt is issued after you have been paid.

Do I add VAT if my shop is not VAT registered?

No. In the Excel file, set the VAT rate to 0 and the total has no VAT.

How long should the price hold?

You decide. If your costs change often, keep it short, and always write the date.

Can I use, edit or add my logo to this template?

Yes. You can use, edit and print it for free in your shop.

Summary

A good quotation says what you sell, the price, until when it holds and how to pay. Download the Excel, Word or PDF template above for free and send it to your customer in chat.

Free Quotation Template: Excel, Word, PDF