Export quotation format in Excel: a free template with price build-up
No sign-up. 3 tabs: Quotation, Price build-up and How to use.
Key takeaways
- Totals calculate themselves, so a typing slip can't change your total.
- The price build-up stays private. It shows your costs, so it must never reach a buyer.
- Send a PDF, not the workbook. Print or export only the Quotation tab.
- One quotation, one number. If the price changes, issue a new one.
What's in the template?
| Tab | What it does | Who sees it |
|---|---|---|
| Quotation | A one-page quotation with 5 product lines, automatic amounts, discount and total, and drop-downs for currency, unit and Incoterm | The buyer, as a PDF |
| Price build-up | Works out cost per kg, then FOB, CFR and CIF per kg from your costs, margin and exchange rate | Only you |
| How to use | The steps below, in short | Only you |
The fields follow the US government's list for a quotation, including items, unit and total prices, weights, Incoterm with delivery point, payment terms, shipping date and validity date [1]. We added HS code, currency and spec sheet version for food exports. Our export quotation format guide explains each field.
How do you use it?
- Save a copy for each buyer, and give the quotation a new number.
- Build your price first. On the Price build-up tab, enter your quantity, costs, margin and exchange rate.
- Fill the yellow cells on the Quotation tab. Type the unit price from your build-up. Amounts and totals fill in by themselves.
- Name the place. Pick the Incoterm, then write the port or place beside it [2].
- Write a validity date in full, such as 30 November 2026.
- Export the Quotation tab as a PDF and attach your spec sheet.
How does the price build-up work?
It separates costs per kg from costs per shipment. Many quotes go wrong because a fixed charge gets forgotten, or a small order carries the same rate as a full container.
| Line | How it's calculated |
|---|---|
| Cost per kg | Raw material, processing and packing per kg, plus lab, transport, CHA, port and finance costs divided by the quantity |
| FOB per kg (INR) | Cost per kg divided by (1 minus your target margin) |
| FOB per kg (quote currency) | FOB in INR divided by your exchange rate |
| CFR per kg | FOB plus sea freight divided by the quantity |
| CIF per kg | FOB plus freight and insurance divided by the quantity |
Margin here means a share of the price, not a mark-up on cost. A 10% margin on a cost of Rs 90 gives a price of Rs 100, not Rs 99. If you prefer a mark-up, change that one formula.
Each term covers different costs. Under FOB you hand over at the named port of loading. CFR adds freight to the named destination port, and CIF adds insurance as well [2]. Get freight from your forwarder on the day you quote, because a rate from last month may not hold.
Which Excel mistakes cost money?
- Sending the workbook. Your costs and margin sit one tab away from your quotation.
- Typing over a formula. If a total looks wrong, check that the amount cells still calculate.
- Reusing last month's file. Old freight, old exchange rate, old buyer name. Start each quote from a clean copy.
- Mixing kg and tonnes. Keep one unit across quantity and unit price.
- Rounding the unit price after totalling. Set the final unit price first, then let the sheet calculate the total.
What happens after you send it?
Ask one clear question in your email, and set a date to follow up. Our follow-up templates give the timing and the wording. A buyer who is ready to proceed may ask for a proforma invoice, which holds much the same information [1].
Next step. A buyer comparing quotations will look up each supplier. Our free Buyer Check is a 1-page report on your Google listing, website and spec gaps, with the 3 fixes that matter most, within 24 hours.
Sources
- Pro Forma Invoice, International Trade Administration, US Department of Commerce
- Know Your Incoterms, International Trade Administration, US Department of Commerce
Checked 7 November 2026. This guide is general information, not legal or tax advice.