How to Create a Professional Quotation (PDF or Excel) Online for Free

By Rashad (Razzath) · Updated November 7, 2026

A quotation is often the first document a customer sees from your business. A clear, well laid out quote builds trust, helps the customer compare options quickly and avoids disagreements about price once the work begins.

The Quotation Generator on PDF DocOffice lets you fill in a simple form, pick one of ten designs and download the result as a PDF or an Excel workbook. It runs in your browser, so the client names and prices you type are not sent to a server.

Open the Quotation Generator tool

How it works

A quotation is an offer of a price for goods or services, valid for a limited time. It differs from an invoice, which asks for payment for work already agreed or delivered. Customers rely on three things in a quote: a clear description of what is included, a total they can trust, and a date until which the price is held. The tool calculates line totals, discounts and tax for you, so the arithmetic is always consistent, and it prints the amount in words to avoid confusion about large numbers.

When this is useful

• Pricing a project or a set of services for a new client.
• Sending a supplier-style price offer for products with quantities and discounts.
• Preparing a quote that includes VAT, GST or sales tax for a specific country.
• Re-issuing an earlier quote with updated prices by uploading the PDF or Excel file you saved.
• Making quotes in several languages and currencies for international customers.

Step-by-step instructions

1. Open the Quotation Generator and choose one of the ten templates and an accent colour.
2. Enter your business details and the client details. Upload your logo if you have one.
3. Pick your country. The currency, tax name and rate are filled in automatically, and you can change any of them, for example for a reduced rate or a region with its own tax.
4. Add your items with quantity, rate, an optional discount and an optional tax percentage for individual lines.
5. Check the live preview, then download the PDF to send to the client, or the Excel file if you want to keep working in a spreadsheet.
6. To change a quote later, choose Edit a previous quote and upload the PDF or Excel file you downloaded earlier.

Tips for the best results

• Use consistent quote numbers such as QT-0001, QT-0002. The tool suggests the next number each time you start a new quote.
• Say what is included and excluded in the description, and use the notes and terms for delivery time, payment schedule and validity.
• Choose whether your prices already include tax or whether tax is added on top. This setting changes how the totals are calculated, so confirm it before sending.
• Keep the downloaded PDF or Excel file. It contains the data needed to edit the quote again, but a copy that was printed to a new PDF or scanned will not.
• Always confirm tax rates and invoice rules with your accountant or tax authority, because they differ between countries and can change.

Common problems and how to fix them

The total is different from my calculator

Check whether prices include tax or exclude it, whether a line has its own tax percentage, and whether the document discount applies. Totals are rounded to the currency's decimal places line by line.

My currency symbol does not appear

Choose Code in the Show amounts as setting for a result that prints the same on every computer, or Symbol if you prefer the sign. Text in other alphabets, such as Arabic, is supported in the PDF.

I cannot re-open my quote

Only PDF or Excel files created by this tool and not re-saved by another program contain the edit data. Keep the original download.

What happens to your file?

Frequently asked questions

Related guides

• How to Merge Multiple PDF Files into One Document
• How to Compress a PDF and Reduce File Size Without Losing Readability
• How to Convert a PDF Table into an Excel Spreadsheet (XLSX)

Try Quotation Generator now — free, no sign-up