1. Identify your business and the customer
Enter your business name and the contact details the customer should use for questions. Add the recipient’s name, company if relevant, and the correct email or address. If a company has several branches, include enough detail to show which branch or person the quotation is for.
Give the quotation a reference number and date. These make it easier to find the right version when someone calls or replies. In a Quick quotation on Invoiced, you can type these details without first adding a saved customer or product.
2. Describe what each item includes
Break the offer into items the customer can recognise. For goods, describe the item and the quantity being supplied. For services, describe the deliverable or period of work. Use the quantity and unit price together so the customer can see how each line total was reached.
For example, “Website design” could become “Design and build three website pages, including one round of text changes.” A separate line could cover ongoing maintenance if it is part of the offer. Do not hide a separate service inside a vague description.
- Name the goods or the finished result of the work.
- State the quantity or the period covered.
- Mention relevant limits, such as the number of revisions.
- Explain exclusions that could otherwise surprise the customer.
3. Check the price, currency and dates
Review the quantity and price on every line before checking the grand total. If an adjustment applies, make sure its amount is correct and understandable. Avoid adding an adjustment just because a field is available. The finished quotation should reflect the offer you intend to make.
Choose the currency deliberately, especially when quoting for a customer in another country. Add a valid-until date that matches how long you intend to keep the offer available. If timing affects the work, explain your proposed schedule in the notes without presenting an unconfirmed date as agreed.
4. Add your branding and useful instructions
Upload your business logo and choose a layout that suits the amount of information. Invoiced provides 16 quotation styles. Your company colours are applied unless you choose a different colour for that document. The PDF preview shows the result with your actual details.
Use the notes and payment instructions for information the customer needs to assess the offer. For example, explain the payment stages you are proposing or what information you need before work can begin. Keep these instructions specific to the quotation and check any account or contact details carefully.
5. Review the PDF and issue the right version
Read the preview as though you are the customer. Check the business name, recipient, dates, item descriptions and total. Look through every page when the quotation contains several items or long notes. Save it as a draft if something still needs checking.
Issue the quotation when it is ready to send. Invoiced preserves the issued PDF, so duplicate it if you need a revised version. Before requesting payment, check that the customer has agreed to the scope and prepare an invoice that clearly describes the amount you are requesting.