Free Quote / Quotation Generator (South Africa)
Create a professional quotation with line items, a validity period, 15% VAT and deposit terms, and download it as a PDF — free, no signup required. Want to remove the footer and convert accepted quotes to invoices? Create a free PopPay account.
How to write a quotation in South Africa
- Enter your business details — name, VAT number (if registered) and contact details.
- Add your customer.
- List your line items, choose 15% VAT (or 0% if you're not VAT-registered) and set a valid-until date.
- Click Download PDF to get a professional quotation you can send to your customer.
What a quotation must include
A good South African quotation includes your business details (and VAT number if registered), a quote number and date, a validity period ("valid until" — 7 to 30 days is common), clear line items with VAT shown separately, and your deposit terms if you require one before starting work. A quote is not a tax invoice — the PDF carries that notice automatically. Once the customer accepts, issue a tax invoice.
Frequently asked questions
Quote vs invoice vs pro forma invoice — what's the difference?
A quote is a price offer before any work happens — the customer can accept or decline it. An invoice is a request for payment after goods or services are delivered. A pro forma invoice sits in between: it looks like an invoice but is not a tax invoice and is often used to request a deposit or upfront payment.
How long is a quotation valid in South Africa?
There is no fixed legal period — the validity you state on the quote is what binds you. 7 to 30 days is common. Always include a "valid until" date so price changes don't catch you out.
Can I ask for a deposit on a quote?
Yes. Many South African businesses require a deposit (commonly 50%) before starting work. State the deposit percentage and your banking details on the quote so the customer can pay as soon as they accept.
Is a quote a tax invoice?
No. A quote cannot be used to claim input VAT. Once the customer accepts, issue a tax invoice — or convert the quote with a free PopPay account.
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