📝 Business & Money Documents

How to Write a Professional Quotation in Kenya (2026)

The pain: Your quotes have no expiry date and unclear VAT, so prices are held hostage and clients get confused with your invoicing.

The outcome: A clear priced offer with a validity date and stated VAT terms that converts to a sales order and then a proper eTIMS invoice.

A quotation creates no payment obligation and no VAT liability yet, so never put an eTIMS CU number or QR code on it.

Do it with LeadAfrik — free

Quotation Generator →

Produce a priced offer with a validity date and clear VAT terms, and no CU number as it should be. Free.

Invoice Generator →

Once the quote is accepted and you have delivered, raise the matching eTIMS tax invoice. Free.

What a quotation is (and is not)

A quotation is an offer to sell at a stated price before a deal is agreed. It creates no payment obligation and carries no VAT liability yet, so never put an eTIMS CU number or QR code on it. On acceptance it becomes a sales order; you deliver, then issue the eTIMS tax invoice.

Fill-in template: quotation

Heading: QUOTATION | Quotation number
Date | Valid until (e.g. 30 days)
Seller name, address, PIN, contacts, logo
Prospective client name & contact
Line items: Description | Qty | Unit price | Amount
Subtotal | VAT (state inclusive or exclusive) | TOTAL
Delivery / lead time
Payment terms (deposit %, balance)
Warranty / notes
Prepared by / signature
Note: 'This is a quotation, not a tax invoice.'

Common mistakes to avoid

No validity or expiry date, so your prices are held hostage indefinitely.
Not stating whether prices are VAT-inclusive or VAT-exclusive.
Labelling it 'invoice', which confuses accounting and eTIMS.
Omitting lead time or delivery terms.

Ready to act? Use these free tools

Quotation Generator →

Produce a priced offer with a validity date and clear VAT terms, and no CU number as it should be. Free.

Invoice Generator →

Once the quote is accepted and you have delivered, raise the matching eTIMS tax invoice. Free.

Questions people ask

What is the difference between a quotation and an invoice in Kenya?

A quotation is an offer to sell at a stated price before a deal is agreed. It creates no payment obligation and no VAT liability yet, so it carries no eTIMS CU number or QR code. Once accepted and delivered, you issue the eTIMS tax invoice.

Should a quotation have a validity date?

Yes. Without a validity or expiry date your prices are held hostage indefinitely. State a validity such as 30 days.

Should VAT be shown on a quotation?

State clearly whether your prices are VAT-inclusive or VAT-exclusive. Do not put an eTIMS CU number or QR code on a quotation, and do not label it 'invoice'.

Official sources

KRA eTIMS ↗