Quotation, explained
A quotation, or quote, is a document a seller sends to a buyer before a sale, setting out what will be supplied and what it will cost. A clear quotation lists each item or service with its quantity, rate and amount, any discount, the applicable GST, the total, the delivery or completion time, the payment terms and how long the offer is valid. Businesses usually number their quotations so the buyer and the seller can refer to the same version.
It is not an invoice. A quotation is an offer: the buyer has agreed to nothing until they accept it. A proforma invoice is sent after the buyer agrees, often to collect an advance, and does not by itself create a tax liability. The tax invoice is the legal document issued when goods are supplied or services are provided, and it is what GST is reported on.
Most disputes come from versions. The buyer negotiates, the rep sends a revised PDF, someone replies OK, go ahead by email or WhatsApp, and three months later nobody is sure which price was agreed. Keep every version on the deal, have discounts above a set level approved before they go out, and record acceptance with the version, the time and the person who accepted. DigiPix Flow emails every buyer their own secure link and records who accepted which version, when and from where.