Quotation Templates

Quotation Templates

Quotation templates allow you to create professional, consistent, and branded quotation documents. EquiBillBook provides flexible template options to customize the look and feel of your quotations according to your business needs.

What are Quotation Templates?

Quotation templates are pre-designed layouts that define how your quotations appear when printed, emailed, or viewed. Templates control:

• Layout and design
• Company branding (logo, colors, fonts)
• Information placement and organization
• Fields and sections displayed
• Footer and header content

Benefits of Using Templates

• Consistency: All quotations follow the same professional format
• Branding: Reinforce your brand identity with logos and colors
• Efficiency: Save time by using pre-configured templates
• Professionalism: Present a polished, professional image to customers
• Customization: Tailor templates for different business needs

Accessing Quotation Templates

To manage quotation templates:

1. Navigate to Settings → Invoice Template Settings or Sales Settings
2. Look for "Quotation Templates" or "Template Management"
3. You'll see a list of available templates

Default Templates

EquiBillBook typically includes several default templates:

1. Standard Template

• Clean, professional layout
• Suitable for most businesses
• Includes all essential fields
• Good starting point for customization

2. Modern Template

• Contemporary design
• Colorful and eye-catching
• Great for creative businesses
• Enhanced visual appeal

3. Minimal Template

• Simple, clean design
• Focus on content
• Minimal branding
• Suitable for professional services

4. Classic Template

• Traditional business format
• Formal appearance
• Ideal for B2B transactions
• Professional and trustworthy

Customizing Templates

Step 1: Select a Template

1. Go to template settings
2. Choose a template to customize
3. Click "Edit" or "Customize"

Step 2: Configure Template Elements

Header Section

• Company Logo: Upload and position your logo
• Company Name: Display company name
• Header Text: Add custom header text
• Colors: Set header background and text colors

Company Information

• Business name and address
• Contact information (phone, email, website)
• GST/Tax registration numbers
• Additional business details

Quotation Details

• Quotation number and date
• Valid until date
• Reference number
• Customer PO number (if applicable)

Customer Information

• Customer name and address
• Contact details
• GST number
• Shipping address (if different)

Items Table

• Column selection (Item, Description, Quantity, Price, Tax, Total)
• Table styling and colors
• Alternate row colors
• Border and spacing options

Totals Section

• Subtotal display
• Tax breakdown
• Discounts and charges
• Grand total formatting

Footer Section

• Terms and conditions
• Payment terms
• Thank you message
• Footer text and branding

Step 3: Styling Options

• Fonts: Choose font family and sizes
• Colors: Set color scheme matching your brand
• Layout: Adjust margins, spacing, and alignment
• Images: Add background images or watermarks

Step 4: Save Template

1. Preview the template
2. Make final adjustments
3. Click "Save" or "Save as New Template"
4. Set as default if desired

Template Fields and Variables

Templates support dynamic fields that automatically populate:

Company Fields

• {CompanyName} - Your company name
• {CompanyAddress} - Business address
• {CompanyPhone} - Contact phone
• {CompanyEmail} - Contact email
• {CompanyWebsite} - Website URL
• {GSTNumber} - GST registration number

Quotation Fields

• {QuotationNumber} - Quotation number
• {QuotationDate} - Quotation date
• {ValidUntil} - Validity date
• {ReferenceNumber} - Reference number
• {PlaceOfSupply} - Place of supply

Customer Fields

• {CustomerName} - Customer name
• {CustomerAddress} - Customer address
• {CustomerGST} - Customer GST number
• {ShippingAddress} - Shipping address

Financial Fields

• {SubTotal} - Subtotal amount
• {TaxAmount} - Total tax
• {Discount} - Discount amount
• {GrandTotal} - Grand total
• {Currency} - Currency symbol

Creating Multiple Templates

You can create different templates for different purposes:

Template Types

• Standard Quotation: For regular quotations
• Proforma Quotation: For proforma-style quotations
• Detailed Quotation: With extensive item descriptions
• Simple Quotation: Minimal information
• Branded Template: With heavy branding

Selecting Templates

When creating a quotation:

1. Choose the template from a dropdown
2. Or set a default template in settings
3. Templates can be changed per quotation if needed

Template Best Practices

1. Brand Consistency

• Use your brand colors consistently
• Include your logo prominently
• Match your website and marketing materials

2. Readability

• Use clear, readable fonts
• Ensure adequate spacing
• Maintain good contrast
• Organize information logically

3. Professional Appearance

• Avoid cluttered layouts
• Keep design clean and professional
• Use appropriate colors (not too bright)
• Ensure proper alignment

4. Essential Information

• Include all necessary details
• Make important information prominent
• Ensure validity period is visible
• Include clear terms and conditions

Template Preview and Testing

Before using a template:

1. Use the preview feature to see how it looks
2. Test with sample data
3. Print a test copy
4. Check email rendering
5. Verify all fields display correctly
6. Test with different quotation sizes

Template Management

Setting Default Template

1. Go to template settings
2. Select your preferred template
3. Click "Set as Default"
4. New quotations will use this template

Duplicating Templates

• Create variations by duplicating existing templates
• Modify the duplicate without affecting the original
• Useful for creating template variations

Deleting Templates

• Remove templates you no longer need
• Ensure no quotations are using the template before deleting
• Default templates usually cannot be deleted

Mobile and Email Compatibility

Consider how templates appear in different contexts:

• PDF View: How it looks when downloaded
• Email View: How it appears in email clients
• Print View: How it prints on paper
• Mobile View: How it displays on mobile devices

Advanced Customization

For advanced users, you may be able to:

• Edit HTML/CSS directly
• Add custom JavaScript
• Create completely custom layouts
• Integrate with design tools

Common Template Customizations

Adding Watermarks

• Add "DRAFT" or "CONFIDENTIAL" watermarks
• Use company logos as watermarks
• Position watermarks appropriately

Custom Sections

• Add special offer sections
• Include promotional content
• Add custom notes or messages

Multi-language Support

• Create templates in different languages
• Switch templates based on customer language
• Include bilingual content if needed

Related Articles

Learn more about:

• Creating Sales Quotations
• Sending Quotations to Customers
• Quotation Validity Period