Word and PDF. Built for how Kenyan businesses actually quote.
No email address, no signup. It is a file — take it.
A quotation is a sales document doing a legal job: it says what you will supply, for how much, and for how long that price stands. Most of the arguments that follow a job come from a quote that left one of those three things vague.
A quote with no expiry is an open offer. Materials move, the shilling moves, and six months later somebody waves your old price at you. Thirty days is normal; say so.
Business customers match your paperwork to their purchase order. Leaving that field blank is the single most common reason an invoice sits unpaid in somebody's tray.
A total with VAT buried inside it forces your customer to do arithmetic to work out what they can claim. Show the taxable amount and the VAT on their own lines.
Delivery, installation, after-hours work, a second site visit. The sentence "anything not listed above will be quoted separately" prevents most scope arguments.
QT-2026-0001, not "Quote 3". When a customer calls about a quotation from March you want to find it in one search, and a sequence shows you are not making it up as you go.
Not a copy of the file you edited afterwards. The quote you sent is the one that matters, and editing the same document for the next customer destroys it.
It works until you are sending several a week and a customer accepts one. Then you retype the whole thing as an invoice, and again as a delivery note, and the numbers stop agreeing. Protech Docs converts a quotation into an invoice in one click, carrying the customer and the lines over unchanged. From KSh 999 a month.
About Protech Docs See pricingYes. No email address, no signup, no watermark. Download it, put your own details on it and use it for as long as it is useful to you.
Yes — that is what the Word version is for. Replace the placeholder business name with your logo and details, save it as your own template, and reuse it.
A quotation is an offer: here is what it would cost. A proforma is a request for payment before supply, often used to get an LPO raised or to take a deposit. The layout is nearly the same, which is why the same template works for both with the title changed.
It is good practice and costs you nothing — business customers often need it to set you up as a supplier. The strict PIN requirement attaches to the tax invoice, not the quotation.
Thirty days is the common default in Kenya. If your costs move with the exchange rate or with fuel, use a shorter window and say why — customers accept that more readily than a price that changes without warning.
Get paid. PIN on both parties, VAT shown separately, payment details.
Prove it arrived. Quantities, condition on arrival, signature and stamp.
Agree the work. Scope, term, fees, confidentiality, termination.