Quotation format for repair and maintenance services
A repair or AMC quotation fixes what is covered, what is charged extra and how fast you will respond, so the customer knows what the price includes. Here is a free quotation format built for repair and maintenance service businesses. Download it in Excel, Word or PDF, or copy the sample below.
Sample quotation format for repair and maintenance services
Quotation
| Description | Qty | Rate | Amount |
|---|---|---|---|
| AMC, 2 split ACs, 12 months | 1 | ₹4,800 | ₹4,800 |
| Preventive service visits, 3 per year (included) | 3 | as agreed | – |
| Breakdown call-out, billed per visit | 1 | ₹400 | ₹400 |
- Subtotal
- ₹5,200
- CGST 9% + SGST 9% (same state)
- ₹468 + ₹468
- Total
- ₹6,136
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 repair and maintenance services
Along with the usual header, numbering, dates and totals, repair and maintenance services should add:
- Job or ticket number
- Equipment make, model and serial number
- Visit date and technician name
- Warranty period on replaced parts
- AMC contract period and covered equipment
Tips for repair and maintenance services
- List what the AMC covers and what is excluded.
- Set a limit above which extra work needs approval.
- State the contract period, response time and renewal terms.
Winning the job with your quotation format
A repair quote works best as an estimate with a clear limit: the visit or inspection charge, the labour estimate and the likely parts, with a note that the final bill follows the work actually done. Ask the customer to approve any extra work above an agreed amount before you carry it out.
An AMC quotation should say which equipment is covered, how many preventive visits are included, the response time for breakdown calls and what is excluded, such as consumables or damage from misuse. State the contract period, the payment schedule and the renewal terms.
Stop retyping this every time
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Start freeAlso: GST calculator · HSN and SAC finder
Questions
What should an AMC quotation include?
The covered equipment, the number of preventive visits, the response time for breakdowns, the exclusions, the contract period, the price and the payment schedule.
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.