PDF Tools
Quotation & Proforma Invoice Generator (PDF)
Create a quotation, proforma invoice or estimate as a clean PDF: line items with HSN/SAC and discounts, GST or VAT worked out for you, terms, bank details and an acceptance block for the client to sign and return.
Privacy
Your file never leaves your device. It is parsed and rewritten by your own browser, so nothing is uploaded, queued or logged.
Tips
- Line items read from the right: description, HSN/SAC, quantity, unit, rate, discount%. Only the quantity and the rate are required, so "Consulting, 2, 500" works exactly as it does in the Invoice tool — and the description may contain commas, because nothing is read from the left.
- The unit word is what separates the quantity from the rate. "Glass 10 mm, 70071900, 42, Sqm, 2150" gives 42 Sqm at 2,150; leave the unit out and the last two numbers are read as quantity and rate.
- Intra-state GST splits the rate into CGST and SGST at half each; inter-state charges IGST at the full rate. If the two GSTINs start with different state codes it is normally inter-state, and the tool says so.
- A proforma invoice is not a tax invoice. The document says so on its face, because a buyer cannot claim input tax credit against it and an auditor will ask.
- The standard PDF fonts cover Western European characters only, so the rupee sign cannot be drawn. Amounts are marked Rs, which every bank and auditor reads the same way. Pound, dollar and euro signs do print.
- A quotation is an offer. Until the client accepts it, either side can walk away; once they sign the acceptance block and return it, you have a contract on these terms. That is why the valid-until date matters.
- Everything is drawn on your device, so client names, rates and bank details never leave it.
Frequently asked questions
What is the difference between a quotation, an estimate and a proforma invoice?
A quotation is a firm offer to supply at a stated price, open until it expires. An estimate is an indication of the likely price and is not binding. A proforma invoice is a full invoice-shaped document sent before the supply, usually so the buyer can raise a purchase order, open a letter of credit or pay in advance — but it is not a tax invoice and no input tax credit arises from it.
Does a proforma invoice need a GST invoice number series?
No. Only tax invoices must run in an unbroken serial series. A proforma is best given its own prefix — PI- or QT- — so it can never be mistaken for a tax invoice in your books or the buyer's.
Can I use this for a UK VAT quotation?
Yes. Choose a UK VAT rate in the tax list, switch the currency to pounds and put your VAT registration number in the tax field; the HSN/SAC column disappears if none of your lines carry one. Whether a quotation must show VAT separately is a commercial choice, but showing it avoids an argument later about whether the price was VAT-inclusive.
Why does the total sometimes end in .00 when the tax does not?
Because rounding is set to the nearest whole unit, which is the convention on Indian invoices. The rounding line shows exactly how much was added or taken off, so the arithmetic still reconciles. Set rounding to "Do not round" to keep the paise or pence.
Can different line items carry different tax rates?
Not in this version. One rate applies to the whole document, which covers most quotations but not a mixed basket where, say, a 5% item and an 18% item sit on the same page. Where the rates differ, raise one quotation per rate, or quote the goods net and state the rates in the terms. The arithmetic on the page always reconciles to the rate it shows.
How many line items fit?
As many as you need, up to 200. The table continues onto further pages with the column headings repeated and "Page n of m" in the footer; the totals, terms and acceptance block print once, at the end.
Sources, and when this was last checked
The rules, rates and thresholds this tool applies were last checked on . They change — usually at a Budget or a notification, sometimes between one. Anything you are going to rely on, check against the source.