Quotation format for distributors
A distributor quotation sets a trade price for a quantity slab, so a retailer or institution can compare the cost of ordering more or less. Here is a free quotation format built for distributors and wholesalers. Download it in Excel, Word or PDF, or copy the sample below.
Sample quotation format for distributors
Quotation
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Cooking oil, 15 L tin, slab 1 (up to 50 tins) | 50 | ₹2,100 | ₹1,05,000 |
| Cooking oil, 15 L tin, slab 2 (51 to 200 tins) | 150 | ₹1,980 | ₹2,97,000 |
| Delivery to godown | 1 | ₹1,500 | ₹1,500 |
- Subtotal
- ₹4,03,500
- CGST 9% + SGST 9% (same state)
- ₹36,315 + ₹36,315
- Total
- ₹4,76,130
Sample figures only. 18% GST is shown as a typical rate for services; use the rate that applies to you. For another state, charge IGST instead of CGST and SGST.
The Excel file has working formulas, so you can change the quantities and rates and the totals update.
What to put on a quotation format for distributors
Along with the usual header, numbering, dates and totals, distributors should add:
- Delivery location and transporter name
- Vehicle number and e-way bill number, where applicable
- Batch number for tracked products
- Credit days and payment terms
Tips for distributors
- Give each quantity slab with its exact limits.
- State whether the price is ex-godown or delivered.
- Set the price validity and the payment terms in writing.
Winning the job with your quotation format
Quote by slab: a price for a lower quantity and a better price for a higher one, with the slab limits written clearly. Say whether the price is ex-godown or delivered, because freight can change the total a lot. Include the validity of the price, since trade rates can change with stock and supplier prices.
Add the payment terms you offer, such as advance, credit days or cheque, and any scheme you are running, with its start and end dates. A quotation that lists the terms as well as the price saves two rounds of phone calls.
Stop retyping this every time
FINTY keeps your customers and items, numbers every quotation, adds CGST, SGST or IGST for you and sends the PDF on WhatsApp. Free plan available, with a 30-day trial of everything.
Start freeAlso: GST calculator · HSN and SAC finder
Questions
Should a wholesale quotation include freight?
Say clearly whether the price is ex-godown or delivered. If freight is extra, show it as a separate line with an estimate so the buyer can compare quotes fairly.
Is a quotation different from a proforma or tax invoice?
Yes. A quotation is an offer with a price and is not a demand for payment. A tax invoice is issued when you supply the goods or services and is the document used for GST.
Can I create this in FINTY?
Yes. FINTY numbers your documents, adds the right CGST, SGST or IGST, keeps your client list and sends the PDF on WhatsApp. There is a free plan and a 30-day trial.