Quotation format for IT services
An IT quotation has to pin down scope, because most disputes in software projects start from an unclear one. Here is a free quotation format built for IT services and software companies. Download it in Excel, Word or PDF, or copy the sample below.
Sample quotation format for IT services
Quotation
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Discovery and wireframes | 1 | ₹30,000 | ₹30,000 |
| Design and front-end build | 1 | ₹90,000 | ₹90,000 |
| Backend and admin panel | 1 | ₹1,20,000 | ₹1,20,000 |
| Testing and go-live support | 1 | ₹25,000 | ₹25,000 |
- Subtotal
- ₹2,65,000
- CGST 9% + SGST 9% (same state)
- ₹23,850 + ₹23,850
- Total
- ₹3,12,700
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 IT services
Along with the usual header, numbering, dates and totals, IT services should add:
- Project name and milestone or sprint number
- Client PO number
- Place of supply (decides CGST/SGST or IGST)
- LUT number if you export services
Tips for IT services
- List what is out of scope, such as content, licences and third-party costs.
- Tie each payment to a milestone and state how many revision rounds are included.
- State how long the quote is valid and what happens if requirements change.
Stop retyping this every time
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Start freeAlso: GST calculator · HSN and SAC finder
Questions
Should an IT quotation include a change-request clause?
Yes. Say that work outside the listed scope is quoted separately, so a small request does not turn into free work.
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.