Sales Quotation Template — Professional Quotes with Tracking
Create professional sales quotations with automatic line-item calculations, discount handling, and a quote tracking dashboard to monitor win rates.
In B2B sales, the quotation is the first step toward closing a deal. This template lets you create professional quotes quickly and track every quotation from draft to won or lost — all in one workbook.
Key Features
📋 Quotation Builder
- Client company, contact person, and auto-generated quote number
- Pull products/services from your item database
- Enter quantity and unit price — subtotal, tax, and grand total calculated automatically
- Discount support — per-line-item or overall percentage discount
- Validity date with automatic red warning when expiration approaches
📦 Product / Service Database
- Pre-register frequently quoted items with code, name, and standard price
- On the quote sheet, enter an item code and the name and price auto-fill
- Keeps pricing consistent across all your quotes
📊 Quote Tracking Dashboard
- All quotations listed on one sheet with current status
- Status options: Draft / Sent / Won / Lost / Expired
- Monthly quote volume and win rate calculated automatically
- Expiring quotes highlighted for follow-up
How to Use
Step 1: Set Up Your Item Database
In the “Items DB” sheet, register your products or services with codes, descriptions, and standard unit prices.
Step 2: Create a Quotation
On the “Quotation” sheet:
- Select the client (pulls from customer database)
- Set the validity period
- Enter item codes — names and prices auto-fill
- Adjust quantities and apply discounts
- Save as PDF for sending
Step 3: Track Your Quotes
After sending, update the status in the “Quote List” sheet. Mark won deals with the close date and final amount.
Tips
Track Competitor Pricing
Use the notes column to record competitor quote amounts. Over time this builds a pricing intelligence dataset.
Renew Expired Quotes
Expired quotes are automatically flagged. To re-quote, duplicate the row and update the date — a new quote number is generated automatically.
Best Practices
Standardize Your Item Database Before Sending Any Quotes
Inconsistent product names and pricing across quotations erode client trust. Before you start quoting, invest time in setting up the Items DB sheet with exact product codes, current unit prices, and clear descriptions. When every quote pulls from the same database, your pricing stays consistent and you eliminate the risk of accidentally quoting outdated rates.
Set Validity Periods Strategically
A 30-day validity period is common, but consider your industry’s price volatility. If raw material costs fluctuate weekly, shorten validity to 14 days. If your sales cycle is long and clients need internal approval time, extend to 45 days. The template’s automatic expiration warning ensures you never forget to follow up on quotes approaching their deadline.
Include Scope Exclusions in the Notes Field
Many disputes arise not from what was quoted but from what the client assumed was included. Use the notes or terms section to explicitly state what is excluded — installation, shipping, training, after-sales support, or consumables. This small addition dramatically reduces post-sale misunderstandings and protects your margin.
Review Win/Loss Patterns Quarterly
The Quote Tracking Dashboard accumulates valuable competitive intelligence over time. Every quarter, filter by “Lost” quotes and analyze whether price, timing, or scope was the primary reason. Adjust your standard pricing or discount thresholds based on actual data rather than gut feeling.
FAQ
Can I create quotes in foreign currencies?
Yes. Change the currency symbol and enter the exchange rate to display both local and foreign currency amounts.
Can multiple people create quotes simultaneously?
Convert to Google Sheets for real-time collaboration. The auto-numbering feature may need minor adjustment.
How should I handle volume discounts for large orders?
Use the per-line-item discount field to apply tiered pricing. For example, enter a 5% discount on lines exceeding 100 units and 10% for lines exceeding 500 units. Document the discount tiers in the notes section so the client understands the pricing logic. The grand total recalculates automatically as you adjust individual line discounts.
Can I attach terms and conditions to the quotation PDF?
The template includes a terms section at the bottom of the Quotation sheet. Enter your standard payment terms, delivery conditions, and warranty clauses there. When you save as PDF, these terms appear on the same document. For longer T&C documents, reference them by name (“See General Terms v3.2”) and send as a separate attachment.