How to Make Quotation in Excel: A Step-by-Step Guide to Simplify Tasks

Creating a quotation in Excel is a straightforward yet powerful way to manage and present pricing information for products or services. By using Excel’s versatile tools, you can craft a professional quote template that calculates costs automatically, ensuring accuracy and saving time. Here’s how you can set one up effortlessly.

How to Make Quotation in Excel

In this section, we’ll walk you through the steps to create a quotation in Excel. By the end, you’ll have a functional template that both looks professional and performs necessary calculations.

Step 1: Open Excel and Create a New Workbook

First, open Excel and start a new workbook.

By starting with a blank slate, you can fully customize your quotation to fit your needs. This clean setup lets you focus on adding necessary details without distractions.

Step 2: Insert Your Company Information

Next, enter your company’s name, address, and contact information at the top.

This makes your quote look official and professional. Customers will know exactly who the quote is from and how to reach you for further inquiries.

Step 3: Add Customer Information Section

Below your company details, create a section for customer information, including their name, address, and contact details.

Having customer information on the quote helps in personalizing the document and makes it easier for both parties to track.

Step 4: Create a Table for Quotation Details

Now, insert a table with headers like "Description," "Quantity," "Unit Price," and "Total."

A structured table allows you to clearly organize the items or services you’re quoting. It ensures that all necessary details are presented systematically.

Step 5: Input Sample Data

Enter sample items, quantities, and unit prices into the table.

Adding sample data helps visualize how the table works. It also allows you to test formulas and formatting before finalizing the template.

Step 6: Add Formulas for Calculations

In the "Total" column, add a formula that multiplies "Quantity" by "Unit Price."

Formulas automate calculations, reducing the likelihood of errors and speeding up the process. Use the formula =B2*C2 (assuming Quantity is in column B and Unit Price is in column C).

Step 7: Sum the Total Column

At the bottom of the "Total" column, add a formula to sum all the totals.

Use the SUM function, such as =SUM(D2:D10), to get the final total cost. This ensures that you don’t have to add everything manually, saving time and improving accuracy.

Step 8: Format the Table

Apply borders, shading, and font styles to make your table visually appealing.

Formatting makes your quotation look professional and easier to read. Use bold headings and clear fonts to enhance readability.

Step 9: Save the Template

Finally, save the workbook as a template for future use.

Saving your work as a template allows you to reuse it for future quotations without starting from scratch. Just fill in the new details each time.

Once you have completed these steps, you’ll have a quotation template in Excel that automatically calculates totals and looks professional. You can use it to streamline your quotation process, ensuring consistency and accuracy every time.

Tips for How to Make Quotation in Excel

  • Use Conditional Formatting: Highlight important cells or values, such as totals, to make them stand out.
  • Include Payment Terms: Adding terms like payment deadlines and accepted payment methods can clarify expectations.
  • Lock Cells: Protect cells with formulas to prevent accidental changes that could cause errors.
  • Add a Logo: Incorporating your company logo makes the quotation look more official and branded.
  • Double-Check Formulas: Always verify that your formulas are working correctly to avoid costly mistakes.

Frequently Asked Questions

How do I include taxes in my Excel quotation?

You can add a row for tax calculation by multiplying the subtotal by the tax rate. For example, use =D11*0.08 for an 8% tax on the subtotal in D11.

Can I create a dropdown list for product descriptions?

Yes, you can use Data Validation to create dropdown lists for product descriptions, making data entry faster and reducing errors.

How do I save my quotation as a PDF?

Go to "File" > "Save As" and select PDF from the file type options. This makes your quotation easy to share and print.

Can I automate recurring quotations?

You can use Excel Macros to automate the creation of recurring quotations. This requires some knowledge of VBA (Visual Basic for Applications).

What if my quotation has multiple pages?

Use page breaks to ensure that your quotation prints neatly across multiple pages. You can find this option under the "Page Layout" tab.

Summary

  1. Open Excel and create a new workbook.
  2. Insert your company information.
  3. Add customer information section.
  4. Create a table for quotation details.
  5. Input sample data.
  6. Add formulas for calculations.
  7. Sum the total column.
  8. Format the table.
  9. Save the template.

Conclusion

Making a quotation in Excel is a valuable skill for any business. It ensures that your pricing information is presented clearly and professionally, while also saving you time with automatic calculations. By following the steps outlined above, you can create a reusable template that can be customized for any client or project.

Further, tips like using conditional formatting and adding a company logo can elevate the appearance of your quotations. Don’t forget to double-check your formulas to avoid any errors.

With this knowledge, you’re well-equipped to streamline your quotation process, making your business more efficient and professional. Happy quoting!

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