Quotation template UAE for service and trading firms

A quotation is not a tax document, so the law does not prescribe its fields. Purchasing teams, though, will push back on anything vague. These fields cover what procurement departments usually check.

• Title "Quotation" with a unique number and issue date
• Your company name, licence number, TRN, phone and email
• Customer name, contact person and their enquiry or tender reference
• Scope: what is included and, just as important, what is not
• Line items with quantity, unit price, net amount and VAT rate
• Subtotal, VAT at 5% and total in AED
• Validity period, delivery or completion time and payment terms
• Name and signature of the person issuing the quote

Quote net prices per line and add VAT at the foot, then state the VAT-inclusive total in bold. Disputes start when a customer reads a net figure as the final price. If any line is zero-rated or exempt, say so on that line rather than in small print.

A business that is not VAT registered should not add VAT to a quotation at all. Write "VAT not applicable, supplier not registered" so the customer's accounts team does not query it.

An air-conditioning maintenance company in Al Barsha quotes a villa owner's management company.

• Quotation Q-1187, 9 October 2026, valid 30 days, reference: enquiry by email 7 October
• Supplier: CoolBreeze Technical Services LLC, Al Barsha, Dubai, TRN 100XXXXXXXXX006
• Customer: a Dubai property management company, attention of the maintenance manager
• Annual maintenance contract, 4 visits for 6 split units: AED 2,400.00
• Duct cleaning, 1 villa: AED 1,150.00
• Excludes: spare parts and refrigerant top-ups, charged on approval
• Subtotal AED 3,550.00, VAT 5% AED 177.50, total AED 3,727.50
• Terms: 50% on signing, 50% after the second visit

HelloBooks keeps quotes alongside invoices, so a won quote becomes an invoice in one step with no retyping. Tell the AI agent "quote CoolBreeze's standard AMC for six units plus a duct clean" and it drafts the quote from your item list and last prices for you to check.

You can ask "which quotes from September are still open?" and get a list to chase. Branded quote layouts, terms blocks and approval rules for large quotes are among the customisations the team can configure after a call booked through /book-a-demo.