The bilingual quotation template
Header, client, items table with unit, quantity, unit price and total, validity, terms and signature, in Arabic and English, numbered and dated.
The second most searched document around contracting is the quotation form, in Word or PDF. A quotation that arrives without a number, a date or a validity line is renegotiated; one that arrives without units is retyped by the buyer's engineer. This template carries the header with your VAT number, a client block, an items table with unit, quantity, unit price, VAT and total, a validity period, the terms that protect the price, and a signature block, in both languages on one page. The items table already has the columns a ZATCA-format invoice will need, so the quotation does not have to be retyped when it becomes one.
What is inside
- A header with company name, registration, VAT number, quotation number, date and the RFQ it answers
- A client block: company, contact, project and site
- An items table with description, datasheet reference, unit, quantity, unit price, VAT and line total, and a totals block
- A validity line and a delivery time line
- Terms: payment, delivery, exclusions, and what changes the price
- A signature block for the sales engineer and for the client's acceptance
Number every quotation and date it
A quotation number that follows the RFQ number makes the reply findable in a year and links it to the order and the invoice. Put the date and the validity period next to it; a price without a validity date is a price forever.
The items table, one line per item
Description, the datasheet or model reference, unit, quantity, unit price, VAT and total, in that order. The unit column is the one buyers retype when it is missing: metre, piece, set, lot. Where an item is an alternate to the specified one, say so on its line, not in a footnote.
Keep the totals block below the table with subtotal, VAT and total, so the invoice can be built from it without arithmetic.
Validity and terms that protect the price
State the validity period, the delivery time from the purchase order, the payment terms, what is excluded (installation, transport, testing) and what changes the price (quantity, exchange rate, a specification change). Two lines each; a buyer reads terms, he does not read paragraphs.
What the invoice will need from it
An e-invoice in the ZATCA format carries the seller's VAT number, the buyer's details on a standard invoice, line items with unit price and VAT rate, and totals. A quotation with the same columns becomes an invoice without retyping. Keep the layout; change the title.
Send the domain. We diagnose before we quote.
Want the quotation drafted from your catalogue and price list, for your engineer to approve? The WhatsApp quotation assistant does exactly that, from $4,800.
Prefer to talk? Message us on WhatsApp