Supply quotation template you can copy: the lines Saudi companies expect

A supply quotation is a written, priced offer to deliver named goods to a company, on stated terms, for a stated period. The buyer uses it to compare suppliers and, if you win, to raise a purchase order. It is a commercial document, not a tax invoice.

The tax invoice comes later, when you supply the goods. ZATCA rules apply to that invoice: its guideline says a standard tax invoice is issued for supplies to another business, all invoices must be in Arabic in addition to any other language, and the tax amount must be stated in Saudi riyals. Resident taxable persons must issue tax invoices electronically.

So why does the quotation matter for tax? Because the buyer will match your invoice against your quotation and its own PO. If your quotation already shows the same legal name, VAT number, units and VAT line that your invoice will show, the match is easy and payment is not held up by questions.

Start with the document title, "Quotation" and "عرض سعر", so nobody mistakes it for an invoice. Give it a unique number and a date. A simple series such as Q-2026-0147 lets you find any quote in seconds.

Then your details: the legal name as it appears on your CR and VAT certificate, your National Address, your CR number and your VAT number. ZATCA asks for the supplier name and VAT number as shown on the VAT registration certificate on a tax invoice, so use the same spelling here.

Next, the buyer: company name, branch or site, the contact person and the RFQ or enquiry reference. Copy the reference exactly. Procurement teams often file quotations by that number.

Close the header with the validity period, for example 30 days from the quotation date. If the buyer stated a validity in the RFQ, use theirs. A clear validity protects you when prices of your own inputs change.

List the lines in the same order and units as the buyer's RFQ. Each line needs a number, a description with brand or specification, the unit, the quantity, the unit price and the line total. If you offer an equal alternative, say so on that line and attach its data sheet.

Put delivery on its own line or state clearly that it is included. Buyers compare landed cost, so a hidden delivery charge that appears later damages trust.

Then three lines at the bottom: total before VAT, VAT at 15%, and total including VAT. ZATCA's guideline sets the rate at 15%. In the example template below, two lines and delivery come to SAR 29,000 before VAT, VAT is SAR 4,350, and the total is SAR 33,350. All figures are fictional.

If you price in another currency, remember that the tax amount on the later tax invoice must be stated in Saudi riyals.

Write the delivery terms in plain words: where you deliver, who unloads, and how many working days after the PO. If lines have different lead times, give each line its own time.

Write the payment terms you are offering, for example 30 days from the invoice date, and say what happens if the buyer wants an advance. ZATCA's guideline says that when you receive an advance payment, a tax invoice for that amount is due within 15 days from the end of that month, so plan your paperwork.

Add short notes on what is excluded, such as installation or site permits, and on warranty if it applies. Keep the notes to a few lines; long legal text is better in a separate contract.

End with the name and title of the person who signs, the signature and the company stamp. Many Saudi buyers will not accept a quotation without a stamp.

Copy the fields below into a file you control, once. Fill in your fixed details: legal name, National Address, CR and VAT numbers, and your stamp. This becomes your master template, and every new quote starts as a copy of it.

If the quotation has many lines or you reprice often, use a spreadsheet with formulas for line totals, VAT and the grand total. Formulas remove typing mistakes. Lock the formula cells so a colleague does not overwrite them. If the quotation has few lines and more text, a document file works, but check every total by hand.

In both cases, send a PDF to the buyer, not the editable file. Name it with the quotation number and the buyer reference, for example Q-2026-0147_PR-5521.pdf. Keep the source file and the PDF for your records; ZATCA asks taxable persons to keep records for at least 6 years, and a matching quotation helps when an invoice is questioned.

On ENTEK, suppliers can submit invoices and generate stamped commercial documents: quotation, proforma, commercial invoice, packing list, COA, MSDS/TDS and contracts. Your verified company profile holds your CR and VAT numbers, certifications, key personnel and official stamp, so the header details in this template come from one place.

When a corporate buyer sends you an RFQ on ENTEK, you can submit bids and negotiate in rounds, with delivery options per line, and get purchase orders when you win.

What ENTEK does not do: an ENTEK quotation or commercial invoice is not a tax invoice, and ENTEK does not issue tax invoices for you or report them to ZATCA. ENTEK cannot promise that a buyer will accept your quotation. Use a ZATCA-compliant e-invoicing solution for your tax invoices.