Product Price List Excel
A price list with barcodes that automatically calculates the selling price from the purchase price and profit margin, plus the shelf price including VAT.
Price Quotation Form Example (Excel Template)
A price quotation form is a document in which a business tells a single customer in writing which product or service it will supply, in what quantity, at what price, on what terms and until what date. This is how it differs from a product price list, which shows the same price to everyone: a quotation is prepared for one customer, with quantities, discounts and a validity period specific to that job, and becomes an order once the customer approves it. The first tab of this file is the quotation itself, ready to print or convert to PDF: business and customer details, quotation number, quotation and validity dates, line item table, delivery and payment terms and a signature area are all set up; line amounts, subtotal, discount, VAT and grand total are produced by formulas. On the second tab you keep the quotations you have given in a single list with their status (pending, accepted, rejected, expired), and the Summary tab shows the count and amount by status and your acceptance rate.
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What columns are in the template?
| Column | What it does |
|---|---|
| Quotation No. / Quotation Date | The quotation's number (e.g. TK-2026-018) and the day it was prepared. This is what you will look up when a customer says "your quote from last month"; give every quotation a new number and mark revisions like TK-2026-018/2. |
| Validity Period / Validity Date | You enter how many days it is valid, and the final validity date is produced by formula. Stating up front until when the price is held prevents an argument when an order arrives on an old quotation. |
| Customer Details | Company name, contact person, address, phone and email; the subject of the quotation in a single line (such as "Warehouse shelving system installation"). |
| Product / Service, Quantity, Unit | Each item on its own row. The unit is chosen from a drop-down list (piece, kg, meter, m², hour, day…). |
| Unit Price | The item's unit price before discount and excluding VAT. |
| Discount % | The discount rate specific to the line. If left blank, no discount is applied. |
| VAT % | Enter the VAT rate that applies to the item as a number (e.g. 10 or 20). The rate varies by product; if you are not sure, have your accountant confirm it. |
| Line Amount | Automatic: Quantity × Unit Price × (1 − Discount/100). Excluding VAT, after discount. |
| Subtotal / Discount / VAT / Grand Total | Automatic: gross total before discount, total discount, subtotal excluding VAT, VAT calculated at each line's own rate, and the grand total the customer will pay. |
| Delivery and Payment Terms | Delivery time and place, payment plan, and what is not included in the price. This is the part of a quotation that is most often asked about later. |
| Signature and Customer Approval | The preparer's name, signature and stamp; a name, signature and date field for the customer's "I accept" approval. |
| Quotation List and Summary | On the Data tab each quotation is a single row: number, date, customer, subject, amount, validity, days remaining and status. The Summary shows count and amount by status, and the acceptance rate. |
How to use it
- Download the file and enter your business name, address, phone and tax details at the top of the "Price Quotation" tab.
- Give the quotation number as a continuation of the previous one, and enter the quotation date and how many days it will be valid; the final validity date is calculated automatically.
- Enter the customer details and the subject of the quotation, then enter each product or service on its own row with quantity, unit, unit price, discount and VAT rate; line amounts and totals are produced by formulas.
- Adjust the delivery and payment terms to your own business, then sign and print the page, or send it to the customer using "Save as PDF".
- Add the quotation to the "Quotations" tab as a single row; when the customer replies, set the status to Accepted or Rejected, and mark those past their date as "Expired". Move the accepted quotation to the order tracking table.
Who is it for?
- Tradespeople, mechanics, renovation and installation businesses that give customers a written price before starting work
- Wholesalers and distributors who quote volume-discounted prices to corporate customers or dealers
- Agencies, consultants and freelancers who itemize their service fees and submit them for approval
- Small sales teams who want to see how many of their quotations turn into sales
Frequently asked questions
What is a price quotation form?
A price quotation form is a document in which the seller tells a specific customer in writing the price, quantity and terms for specific products or services, and how long the quotation is valid. When the customer approves the quotation, the process moves on to the order and then the invoice.
What should a quotation form include?
At a minimum: the details of the business giving the quotation, customer details, quotation number, quotation date, validity date, product or service itemized with quantity and unit price, any discount, whether VAT is included, the grand total, delivery time and payment terms, and the preparer's signature. The validity date and VAT information are the two fields most often forgotten.
What is the difference between a price quotation and a price list?
A price list is your general pricing shown to all customers at the same time, and it holds until you change it. A price quotation, on the other hand, is given to a single customer, for a specific job, with quantities and a discount specific to that job, and for a limited period. The most practical way is to take unit prices from your list and carry them into the quotation form.
How long should a quotation be valid?
There is no single right answer; it is the business's own decision. For work where prices change often with raw material costs or exchange rates, keep the period short; where prices are stable, you can allow longer. What matters is that the period is clearly written on the quotation; in this template, when you enter the number of days, the final validity date is calculated automatically.
Is a price quotation binding?
This is a legal question that can vary with the content and terms of the quotation and the correspondence between the parties, so it would not be right to give a general answer. In practice, businesses reduce ambiguity by clearly stating the validity period, what the price includes and when the quotation becomes final. For large-value or long-term jobs, it is recommended to sign a written contract alongside the quotation and to consult a lawyer on legal questions.
Should prices in a quotation be stated with or without VAT?
Both are used; what matters is that it is clear which one applies. In this template, unit prices are entered excluding VAT, VAT is calculated separately at each line's own rate, and the grand total is shown including VAT. Have your accountant confirm which rate applies to which product or service.
What should I do when a quotation is accepted?
In the quotation list, set the status to "Accepted" and enter the decision date; then move the job to the order tracking table and follow the delivery process from there. Enter the invoice you issue in the invoice tracking template, and if it is a sale on credit, post the customer's debt to their account ledger. At auto repair shops, an approved quotation becomes the auto service work order form when the vehicle is received; writing the quotation number on the work order links the two documents.
Can I prepare quotations in software instead of Excel?
For a few quotations a month, this Excel file is enough. When the number of quotations grows and you also track the stock of the products you quote and the customer's account ledger, Ofisx Online Inventory has a quotation section; stock, account ledger and quotations are kept in the same account, and it opens from your phone and on the web.
Is the quotation form example available as Word or PDF?
The file is in Excel (.xlsx) format because line amounts and totals are calculated by formulas. After opening and filling it in with Excel, Google Sheets or LibreOffice, you can convert it to PDF with "Save as PDF" and send it to the customer by email or WhatsApp.
Is the template free, and is membership required?
Yes, it is free. The file asks for no email, membership or payment; it has no watermark or cell protection. You can add your logo and change the terms text, the unit list and the columns to suit yourself.
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Last updated: October 5, 2026
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