Free quote and estimate generator with India GST, UAE VAT, US estimate formats. Status workflow (Draft → Sent → Accepted), one-click convert-to-invoice, revision tracking, validity dates, acceptance signature block.
What is Quote / Estimate Generator?
A B2B quote generator that doubles as an estimate generator for the US market — same data model, country-aware labels (Quotation in India and UAE, Estimate in the US), GST / VAT / Sales-Tax handling per country, and Modern + Classic templates that match the Invoice Generator pixel-for-pixel so quotes flow cleanly into invoices when deals close. Distinct from every other free quote tool: a built-in <strong>status workflow</strong> (Draft → Sent → Accepted → Declined → Converted) with revision tracking (rev 1, rev 2, …) lets you manage the full pre-sale lifecycle in localStorage, and a <strong>one-click "Convert to Invoice"</strong> button hands the quote data off to our Invoice Generator with the quote number referenced in the new invoice notes — turning the typical "rebuild from scratch" workflow into a single click. Validity dates auto-calculate from issue date + validity-days, an optional client-acceptance signature block adds a legal-grade signature line for the prospect, and an internal "preparation notes" field lets you address the prospect at the top of the PDF without polluting the formal terms.
How to Use
Pick your country — India / UAE / US — to set the right document label, currency, and tax fields
Pick a template (Modern / Classic), upload your logo, fill in your company and the prospect
Add line items with HSN/SAC codes (India) and tax rates per line
Set validity in days — the Valid Until date auto-calculates and prints in the PDF
Use the workflow buttons to mark the quote Sent / Accepted / Declined as conversations progress; revise to bump the revision number
When the prospect accepts, click Convert to Invoice — the Invoice Generator opens pre-filled with the quote data and a reference back to the quote number
Quote vs invoice: what changes between the two documents
From the data side they are almost identical: same parties, same line items, same tax math, same totals. The legal and operational meaning is what changes:
Field
Quote / Estimate
Invoice
Header label
QUOTATION (IN/AE) or ESTIMATE (US)
TAX INVOICE
Number prefix
QUO- / EST-
INV-
Date label
Valid until + validity days
Due date
Tax registration display
Optional context
Mandatory in India and UAE
Sequential numbering
Recommended, not legally required
Strictly required in India under GST
Client signature
Acceptance block (recommended)
Not required
Legal weight
Non-binding offer until accepted
Demand for payment under contract
Revisions allowed
Yes — rev 1, rev 2, etc.
No — issue a credit note instead
Our generator handles all of this automatically based on the country you pick. If you switch the country mid-build (say from India to US), the doc label flips from QUOTATION to ESTIMATE, the currency flips from INR to USD, and the GST fields disappear in favour of US-style sales-tax columns.
The status workflow — what the buttons actually do
A real quote moves through a small number of distinct states. The workflow buttons match those states one-to-one:
Draft — you are still preparing it. Nothing has been sent. The quote is in your history but is your private working copy.
Sent — you emailed the PDF to the prospect. Mark this when you actually send it; the timestamp is captured. If the prospect comes back asking for changes, click Revise to bump the revision number to rev 2 — the quote stays Sent, but the version is updated.
Accepted — the prospect agreed to the terms. This unlocks the Convert to Invoice button. Most teams keep the signed PDF (with the prospect's signature in the acceptance block) on file at this point.
Declined — the prospect passed. Useful to keep on file for win/loss analysis.
Converted — set automatically when you click Convert to Invoice. The quote stays in history; an invoice is created in the Invoice Generator referencing it.
Status changes are not just labels — the history filter lets you slice your pipeline by status to see "all sent quotes awaiting decision" or "all accepted quotes not yet invoiced," which is the basic shape of a sales pipeline.
India-specific considerations for quotes
Indian B2B quote conventions differ from Western ones in a few practical ways:
GST applicability — quotes are usually shown excluding GST with a clear note ("GST extra at applicable rate") because GST is technically only chargeable on the invoice, not the offer. Our generator follows this convention: GST is shown as a separate line on the quote PDF for transparency, but the prospect understands it will be applied at invoicing.
HSN / SAC codes — strictly speaking, HSN/SAC is required on invoices, not quotes. But including it on the quote saves time later (no surprise scope debates) and signals to enterprise procurement teams that you understand GST. Our quote generator preserves HSN/SAC codes from the quote into the converted invoice.
Place of Supply — quote is technically delivered before the supply itself, but some Indian enterprises ask for Place of Supply on the quote so their procurement system can pre-validate IGST vs CGST+SGST routing. We expose the field on the quote and pass it through to the invoice.
50% advance, balance against delivery — the standard payment-terms phrase across Indian B2B services. We include it as the default Terms text. Adjust to your business as needed.
Sequential numbering — not strictly mandated for quotes (only for invoices under GST), but Income Tax assessments occasionally request quote logs as supporting evidence for revenue recognition. Keeping a clean QUO-2026-001, -002, -003 sequence makes that easy. Our history view shows the full sequence in date order.
UAE-specific considerations
The UAE B2B quote landscape is similar to the Indian one with a couple of differences:
VAT applicability — UAE VAT is a flat 5% on most taxable supplies. Quotes typically show prices excluding VAT with a note that VAT is added at invoicing, although large enterprise prospects often ask for inclusive pricing. Our generator handles both — set the per-line tax rate to 5% and the VAT line appears on the totals; set it to 0% if you are quoting inclusive.
TRN display — including your seller TRN on quotes is not legally required (only on Tax Invoices) but signals to UAE buyers that you are a registered VAT entity. Our quote PDF surfaces the TRN below the seller block.
Bilingual quotes — for government-related or large-corporate prospects, bilingual English/Arabic quotes are sometimes requested. The current version of this tool produces English-only PDFs; bilingual support is on the roadmap. For now, a workaround: prepare the same quote in English here, then have your translator render an Arabic version separately.
Validity convention — 30 days is the most common validity period for UAE B2B service quotes; 60–90 days is normal for hardware or capex with long lead times. The default is 30 days; change Validity (days) on the form to adjust.
Frequently Asked Questions
What is the difference between a quote and an estimate?
In B2B language they are nearly synonymous, but the convention differs by region. India and the UAE almost always use "Quotation" (often abbreviated "QUO"), while the US service trades use "Estimate" (often "EST"). The legal weight is similar in all three regions: a quote / estimate is generally a non-binding offer until the client accepts it in writing, at which point it becomes a contract. Our generator switches the document label and number prefix automatically based on the country you pick.
How is this different from invoice tools that let you change the header to "Quote"?
Most "free quote generators" are just invoice generators with a relabelled header. They miss the parts that actually matter for quotes: validity dates, revision numbering, status tracking, an acceptance signature block for the client, and a clean handoff to the invoice phase. Ours is built quote-first and inherits invoice-grade tax logic, so when the deal closes, the conversion to a real invoice is one click.
How does Convert to Invoice work?
When you mark a quote as Accepted and click Convert, the quote's parties, line items, tax settings, and totals are pre-filled into the Invoice Generator. The original quote stays in your history with status "Converted" so you can always reference it. The new invoice notes also include "Generated from quote QUO-2026-001 dated 2026-04-19" so the audit trail is preserved.
What is the revision feature for?
Real quoting workflows almost always involve back-and-forth — the prospect asks for a different scope, you adjust pricing, you regenerate the document. Revision lets you bump rev 1 → rev 2 → rev 3 on the same quote number, so both you and the client always know which version you are negotiating. The revision number prints next to the quote number on the PDF.
Is the data persisted across devices?
No, history lives in this browser's localStorage. Use the JSON / CSV export from the Invoice Generator for backup if needed. Cross-device sync is planned for a future paid tier as part of a unified KiranIntl account, not on a per-tool basis.
Does the acceptance block hold legal weight?
In most jurisdictions, a signed quote with a clear scope, prices, and acceptance signature constitutes a valid contract. The exact requirements vary — for high-value contracts in India, UAE, or the US, ask a lawyer to review your standard terms. For everyday B2B service work (consulting, agency, freelance), this is the standard pattern and is widely enforced. The block adds three signed lines: signature, printed name, and date.
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