Sales Quotation Format: A Manufacturer’s Checklist

A manufacturing sales quotation should give the buyer a clear price and give the factory an executable scope: item, drawing revision, quantity, delivery basis and agreed terms. If sales quotes one drawing but production receives another, the price can be correct for the wrong part.

Use the format below for a repeatable review before sending an offer. For the basic definition and document distinctions, see quotation meaning and examples. This page focuses on quoting a manufacturing job.

Capture the requirement before calculating the price

Record the customer enquiry reference, item code, drawing and revision, material specification, quantity and required delivery. Ask who supplies tooling or material, whether inspection certificates are required and whether packaging or an outside process is included. Keep unanswered requirements visible until the responsible person resolves them.

Engineering checks the technical scope; costing checks material, process, outside work and tooling assumptions. Planning checks the delivery basis. Sales should know which changes require another review, such as a smaller lot, different finish or earlier delivery.

A filled manufacturing quotation example

This is an illustrative price example for 100 machined parts. It is not an Optiwise price, a customer offer or a tax calculation.

The arithmetic is 100 × ₹250 = ₹25,000, then ₹25,000 + ₹2,000 = ₹27,000. Show any applicable tax, packing, freight or other charge separately in the actual quote. Do not label this example subtotal as the final amount payable.

Control the revision before converting it into an order

Keep the sent quote as a fixed version. If the customer changes quantity or drawing, create a revised offer and record what changed. Review price and delivery again when the change affects material, setup, yield or capacity.

On acceptance, compare the customer order with the accepted quotation line by line. Resolve a different drawing revision, omitted tooling charge or changed delivery date before releasing the work. Carry the accepted references into the internal order and the enquiry-to-dispatch document register.

ERPNext’s quotation documentation is an example of a structured quotation record. The exact conversion, approval and revision behavior in your chosen software should be demonstrated.

Use a short pre-send review

1. Recalculate every extension and the subtotal, including one-time charges.
2. Match the item, unit and drawing to the enquiry.
3. Confirm that the delivery statement uses the assumptions approved by planning.
4. Check validity, inclusions and exclusions for contradictions.
5. Obtain the required internal approval and retain the exact version sent.

For an Optiwise demonstration, bring a redacted enquiry and a revised quote. Ask how the team identifies the accepted version and follows it through the order, production and dispatch records.

Questions from manufacturing teams

What should a manufacturing sales quotation include?

Include the quotation reference and revision, customer requirement, item and drawing revision, quantity, price, tooling or other charges, delivery basis, validity, payment terms and acceptance details.

Should tooling be included in the unit price?

State the chosen treatment explicitly. A separate one-time tooling charge and a unit price answer different questions; explain what the charge covers and how repeat orders will be quoted.

What should happen when the customer changes the drawing?

Review the technical, cost and delivery effects, issue a controlled revision and confirm which version the customer accepts before releasing the order.