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Quotation template and format

Checked against the VAT Act on by Timo van Deventer, Senior AI Product Specialist Word, Excel and PDF

Short answer

A quotation tells a client what the work will cost before they agree to it: your business and theirs, a quote number and date, each item with its quantity and price, the total, and how long the price holds. If you're registered for VAT, add your VAT number and 15% VAT as its own line.
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QUOTATION

[Your business name] · [Address] · [Phone] · [Email]

VAT no.: [only if you are registered for VAT]

Quote no. Q-0001 · Date [DD Month YYYY] · Valid until [DD Month YYYY]

For: [Client name or company], [Client address]

Project: [What the quote is for]

DescriptionQtyUnit priceAmount
[Item or service]1R0.00R0.00
[Item or service]1R0.00R0.00

Subtotal R0.00 · VAT 15% R0.00 (only if you are registered for VAT) · Total R0.00

Terms: [For example: a deposit to start, the balance on completion]

Accepted by: [Client name] · Signature: ______________ · Date: [DD Month YYYY]

What a quotation should include

The VAT Act sets out what a tax invoice must show, not a quotation. These details make it clear and easy to turn into an invoice. Only VAT vendors may charge VAT, so leave the VAT number and VAT line out if you are not registered. If you are registered, a quoted price must include VAT (section 65 of the VAT Act): show the subtotal, the VAT and the total, with the subtotal and the total equally prominent. Once the work is done, a VAT vendor issues a tax invoice: see the invoice template for what that must show.

  • Your business name and contact details
  • Your VAT number, if you are registered for VAT
  • Your client's name, and their company and address if they have one
  • A quote number of its own, and the date
  • How long the price holds, as a "valid until" date
  • Each item or service, with the quantity, unit price and amount
  • The subtotal, VAT at 15% if you are registered, and the total
  • Your terms, such as a deposit and when the balance is due
  • A line for your client to accept and sign

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This template is general information, not tax advice.

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With Kwalify

Send quotes your clients accept on WhatsApp

With Kwalify your client gets the quote on WhatsApp, signs it on their phone with a one-time code, and pays the deposit through your own Paystack, Yoco or PayFast account. If they go quiet, Kwalify reminds them.

  1. SendsThe quote on WhatsApp.
  2. SignsYour client signs on their phone with a one-time code.
  3. PaysThe deposit, through your own Paystack, Yoco or PayFast account.
See how it works

Quotation questions

What is the correct format for a quotation?
Put "Quotation" at the top, then your business details, your client's name, a quote number, the date and a "valid until" date. List each item with its quantity, unit price and amount, then the subtotal, VAT if you are registered, and the total. End with your terms and a line for your client to sign.
How do I make a quotation?
Download this template in Word or Excel and fill in the fields, or use the free quote maker, which adds up the totals and VAT and downloads the quote as a PDF. Give each quote its own number, and say how long the price holds.
Is there a quote template in Word?
Yes. This one downloads free in Word, Excel and PDF. The Excel version adds up the amounts, VAT and total for you.
Can you give me an example of a quotation?
Say a solar installer quotes for a 5 kW inverter, eight solar panels and the installation. The quote lists each one with its quantity, unit price and amount, then the subtotal, VAT if the installer is registered, and the total, with a quote number, the date and a valid-until date. The template above has the same layout.
Should a quotation include VAT?
Only if you are registered for VAT: only VAT vendors may charge VAT. Then section 65 of the VAT Act applies: "Any price advertised or quoted by any vendor in respect of any taxable supply of goods or services shall include tax", and the quote must say so, unless it shows the VAT, the price excluding VAT and the price including VAT. This template shows all three, and the Act says both prices must have "equal prominence and impact". If you are not registered, leave out the VAT line and your VAT number.

This template is general information, not tax advice.

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