A clear quotation helps customers say yes, and a quote log makes sure none are forgotten. This guide shows how to make a quotation in Excel and track every quote until the customer decides.
1. Prepare a reusable quote layout
Include your business name, address, tax number and logo area, plus quote number, quote date, valid-until date and the client’s details. Keep the layout on a fixed print area so it prints or saves to PDF cleanly.
2. Add line items and totals
For each line, enter item, quantity and unit price; the line total is quantity × price. Sum the lines, apply any discount, then add tax at the applicable rate. Pulling prices from a product list avoids typing errors.
Example quote log
| Quote | Client | Amount | Status | Days to decision |
|---|---|---|---|---|
| Q-1001 | Urban Nest Interiors | 1,12,100 | Accepted | 11 |
| Q-1002 | Green Leaf Stores | 97,940 | Sent |
Win rate = accepted quotes ÷ quotes decided. Open quotes show what may still convert.
3. State terms and validity
Add payment terms, delivery timing and how long the quote is valid. A validity date protects you if costs change.
4. Log the quote and follow up
Record quote number, date, client, amount and status (Sent, Accepted, Rejected, Expired) in a log. Mark quotes as expired when the valid-until date passes, and track win rate and time to decision.
Tips that win more quotes
Follow up before expiry
A short reminder a few days before the valid-until date often prompts a decision.
Keep wording consistent
Use the same item names as your invoices so accepted quotes convert to invoices quickly.
FAQs
What is the difference between a quotation and an invoice?
A quotation offers a price before the sale. An invoice requests payment after the customer agrees.
How long should a quotation be valid?
Commonly 15 to 30 days, shorter if your costs change quickly.
Should I send the Excel file?
Send a PDF so the layout cannot be changed, and keep the working file for your records.
Get the template
The ReadySheets Quotation Template fills prices and tax from your lists, prints cleanly and tracks every quote with win rate on a dashboard. It pairs with the Invoice Generator.
Related guides: How to Create and Track Invoices in Excel · How to Track Sales in Excel