Free Quotation Template for Kenyan Businesses provides a simple way to prepare professional price quotes for customers without creating a new document from scratch every time. Whether you run a small retail business, construction company, digital agency, consultancy, or freelance business, a well-structured quotation can make your pricing clear and help customers make purchasing decisions.
A quotation is normally prepared before a sale is completed. It outlines the products or services being offered, their prices, quantities, applicable taxes, payment terms, and other conditions.
For Kenyan businesses, quotations should also be distinguished from tax invoices. KRA’s eTIMS system includes a quotation function, while tax invoices have specific electronic invoicing requirements.
What Is a Business Quotation?
A business quotation is a document that communicates the expected price of goods or services to a prospective customer.
Unlike an invoice, which generally requests payment for a completed or agreed transaction, a quotation is typically provided before the customer commits to the purchase.
A quotation can include:
- Quotation number
- Date
- Business name
- Business contact details
- KRA PIN
- Customer name
- Customer contact details
- Product or service description
- Quantity
- Unit price
- Subtotal
- Applicable taxes
- Total amount
- Payment terms
- Quotation validity period
- Delivery information
- Terms and conditions
Simple Free Quotation Template
You can structure a quotation in Excel or Word using the following format:
| Quotation Information | Details |
|---|---|
| Business Name | ABC Solutions Ltd |
| KRA PIN | PXXXXXXXXX |
| Quotation No. | QUO-0001 |
| Date | 04/09/2026 |
| Valid Until | 18/09/2026 |
| Customer | XYZ Enterprises |
| Phone | 07XXXXXXXX |
| customer@email.com |
Items and Services
| Description | Quantity | Unit Price | Total |
|---|---|---|---|
| Website Design | 1 | KSh 50,000 | KSh 50,000 |
| Website Hosting | 1 | KSh 10,000 | KSh 10,000 |
| Maintenance | 2 | KSh 5,000 | KSh 10,000 |
| Subtotal | KSh 70,000 |
Tax: Where applicable
Total: KSh 70,000
Payment Terms: 50% deposit, balance upon completion
Quotation Validity: 14 days
You can modify this structure to suit your business.
What Should a Kenyan Business Quotation Include?
1. Business Information
Include your business name, phone number, email address, physical or business address, website, and applicable registration or tax information.
2. Quotation Number
Give every quotation a unique reference number.
Examples include:
- QUO-001
- QUO-002
- QUO-003
A consistent numbering system makes it easier to find and reference previous quotations.
3. Date
Include the date the quotation was prepared.
4. Customer Information
Add the customer’s name, company, phone number, email, and other relevant information.
5. Product or Service Description
Clearly describe what you are offering.
Avoid vague descriptions such as “services” when you can provide a more specific explanation.
6. Quantity
State how many units, hours, products, or services are included.
7. Unit Price
Show the price for each individual item or service.
8. Total Cost
Calculate the total for each line item and the overall quotation.
9. Taxes
Where applicable, clearly identify the relevant tax treatment and amounts.
10. Payment Terms
Explain how and when the customer should pay.
For example:
- 50% deposit before work begins
- Balance after completion
- Payment within 30 days
- Full payment before delivery
11. Quotation Validity
Tell the customer how long the quoted prices remain valid.
For example:
“This quotation is valid for 14 days from the date of issue.”
This can be particularly useful when product costs or supplier prices may change.
Why Use a Quotation Template?
Saves Time
Instead of designing a new quotation every time, you can reuse an existing template.
Creates a Professional Image
A consistent quotation format can make your business appear more organized and credible.
Reduces Pricing Errors
Using formulas in Excel can automatically calculate totals.
Makes Pricing Clear
Customers can easily see exactly what they are being charged for.
Improves Record Keeping
Quotation numbers make it easier to track proposals sent to customers.
Makes Follow-Ups Easier
You can record when quotations were sent and when you need to contact the customer again.
Excel Quotation Template
Excel is particularly useful when you want the quotation to calculate prices automatically.
For example:
Total = Quantity × Unit Price
If quantity is in cell B2 and unit price is in cell C2, you can use:
=B2*C2
For multiple products:
=SUM(D2:D20)
You can also create separate cells for discounts, taxes, deposits, and outstanding balances.
Quotation vs Invoice
A quotation and an invoice serve different purposes.
| Quotation | Invoice |
|---|---|
| Usually sent before the sale | Used to request payment |
| Shows proposed pricing | Shows amount due |
| May be negotiated | Records a transaction |
| Can have an expiry date | Has an invoice number |
| Customer may accept or reject it | Customer is expected to pay |
| Does not automatically mean a sale occurred | Documents the billing transaction |
Businesses should therefore avoid treating a quotation as a substitute for an invoice.
Quotation vs Proforma Invoice
A quotation provides proposed pricing for goods or services.
A proforma invoice can look similar to an invoice but is generally used as a preliminary document rather than a final tax invoice.
The exact accounting, tax, and commercial treatment depends on the transaction and applicable requirements.
eTIMS and Quotations in Kenya
KRA’s eTIMS web invoicing documentation includes a dedicated Create Quotation function. The quotation workflow allows users to enter customer information, quotation details, items, terms and conditions, attachments, and payment methods.
This is important because businesses should understand the difference between creating a general quotation document in Excel or Word and using KRA’s electronic tax-invoicing system.
KRA states that eTIMS is the electronic Tax Invoice Management System and that persons engaged in business are required to onboard and issue electronic tax invoices.
A quotation template can therefore be useful for preparing and presenting commercial offers, but businesses should follow the applicable eTIMS requirements when an electronic tax invoice is required.
Free Quotation Template for Different Kenyan Businesses
Freelancers
Freelancers can use quotations to present project costs for graphic design, web development, photography, writing, consulting, and other services.
Construction Companies
Contractors can list materials, labor, transportation, project phases, and other costs.
Digital Agencies
Agencies can provide quotations for website development, digital marketing, SEO, graphic design, hosting, and maintenance.
Retail Businesses
Retailers can create quotations for bulk orders and corporate customers.
Wholesalers
Wholesalers can use quotations to show product quantities, wholesale prices, delivery costs, and payment terms.
Consultants
Consultants can outline their services, project scope, professional fees, and timelines.
Event Businesses
Event planners can provide detailed quotations covering venues, catering, entertainment, equipment, decoration, and other services.
How to Create a Professional Quotation
Step 1: Add Your Business Details
Start with your business name and contact information.
Step 2: Add the Customer Details
Enter the customer or company receiving the quotation.
Step 3: Assign a Quotation Number
Use a unique reference number.
Step 4: List Your Products or Services
Clearly describe everything included in the quotation.
Step 5: Add Prices
Enter quantities and unit prices.
Step 6: Calculate the Total
Use spreadsheet formulas where possible to reduce calculation errors.
Step 7: Add Terms and Conditions
Include payment terms, delivery details, quotation validity, project timelines, and other important conditions.
Step 8: Review the Quotation
Check names, quantities, prices, calculations, taxes, and contact information before sending it.
Step 9: Send It to the Customer
Save the document as a PDF where appropriate and send it through your preferred communication channel.
How to Track Quotations
Sending a quotation is only the beginning of the sales process.
Create a simple quotation tracker with columns such as:
| Quote No. | Customer | Amount | Date Sent | Valid Until | Status | Follow-Up |
|---|---|---|---|---|---|---|
| QUO-001 | ABC Ltd | KSh 80,000 | 04/09/2026 | 18/09/2026 | Sent | 10/09/2026 |
| QUO-002 | XYZ Ltd | KSh 120,000 | 05/09/2026 | 19/09/2026 | Negotiation | 12/09/2026 |
| QUO-003 | Green Ltd | KSh 50,000 | 06/09/2026 | 20/09/2026 | Accepted | — |
Useful statuses include:
- Draft
- Sent
- Viewed
- Negotiation
- Accepted
- Rejected
- Expired
- Converted
How to Follow Up on a Quotation
Do not assume that silence means the customer is not interested.
After sending a quotation, schedule a follow-up.
For example:
Day 1: Send quotation
Day 3–5: Confirm the customer received it
Day 7: Ask if they have questions
Before expiry: Remind them that the quotation is approaching its validity date
The exact timing should depend on the type and urgency of the sale.
Common Quotation Mistakes
No Quotation Number
Without a reference number, it becomes harder to identify individual quotations.
Unclear Pricing
Customers should understand exactly what each amount represents.
Missing Validity Period
If prices can change, specify how long the quotation remains valid.
No Payment Terms
Explain when and how payment should be made.
Incorrect Calculations
Always check quantities, unit prices, discounts, taxes, and totals.
Too Little Detail
A quotation should provide enough information for the customer to understand what they are purchasing.
No Follow-Up
A quotation can easily be forgotten if nobody follows up with the prospect.
Treating a Quotation as a Tax Invoice
A quotation is not automatically an electronic tax invoice. Businesses should use the appropriate eTIMS process when tax invoicing requirements apply.
When Should You Move From Excel to Quotation Software?
Excel can work well when you send a small number of quotations.
Consider dedicated CRM or invoicing software when:
- You send many quotations every month
- Several employees prepare quotations
- You need quotation approval workflows
- You want automatic quotation numbering
- You need to convert accepted quotations into invoices
- You need quotation follow-up reminders
- You want to track conversion rates
- You need customer information connected to quotations
- You need integrated invoicing and payment tracking
A CRM can connect the quotation process to leads, customers, sales pipelines, invoices, and follow-ups.
Conclusions
A Free Quotation Template for Kenyan Businesses is a practical starting point for freelancers, startups, SMEs, retailers, agencies, consultants, contractors, and other businesses that want to create professional price proposals.
A good quotation should clearly communicate what you are offering, how much it costs, when the offer expires, and what the customer needs to do next.
Excel and Word templates are useful for simple quotation processes. As your business grows, dedicated CRM and invoicing software can provide additional automation, customer management, quotation tracking, and reporting.
Most importantly, remember that a quotation and an electronic tax invoice are different documents. KRA’s eTIMS platform provides quotation functionality, while electronic tax invoices have specific requirements and must be handled through the applicable eTIMS process.
Use a quotation template to make your proposals professional, keep your pricing organized, and create a smoother path from prospect → quotation → accepted deal → invoice → payment. Start your free trial today.