How to Send a Quotation on WhatsApp: PDF, Link or Message

Three ways to send a quotation on WhatsApp

Each works; they differ in how easy the quote is to find later and whether you learn that it was opened.

• Typed in the chat: fastest for a one-line price, but there is no document to forward, no GST breakup and nothing to sign off against.
• As a PDF: looks formal and can be forwarded, but every revision is a new file, and you cannot tell whether it was opened.
• As a link: the client opens the latest version on their phone, can download it, and the sender can be told when it is viewed. The link is only as good as the page behind it, so open it on a phone yourself first.

A WhatsApp message to send with a quotation

Keep it to five lines. The message should make sense even if the client forwards it to someone who was not in the conversation.

“Hi Riya, here is our quotation Q-2026/041 for the 2BHK interior work, ₹4,85,000 including GST. It is valid until 25 October. You can view, download or accept it here: [link]. Happy to walk you through it on a call. Thank you, Sunrise Interiors”

• Name the job, so the quote can be found by searching the chat later.
• State the total and whether GST is included.
• Give the validity date, which is your honest reason to follow up.
• Offer one next step: a call, a visit or a question.

Before you hit send

A quote on WhatsApp is read on a small screen, often by someone else in the family or company. Check it there.

• Open the PDF or link on your own phone. Tables that fit a laptop often do not fit a phone.
• Check the client’s name, GSTIN and address, especially if they will claim input tax credit.
• Write the payment terms on the quotation itself, not only in the chat.
• Send it in working hours. A quote that arrives at 11 pm is read in a hurry or not at all.

Sending a revised quotation

When the scope or price changes, send a new version with a new number or a version suffix, and say what changed: “This replaces Q-041. The wardrobe finish is now laminate, which brings the total to ₹4,52,000.” Never edit and resend a file with the same name; two PDFs called quotation.pdf in one chat is how disputes start.

Following up after sending

Book the follow-up before you close the chat: two or three days for most service quotes. The quotation follow-up templates give you the messages for each step, from the first nudge to a polite close.

Sending quotations on WhatsApp from WTS CRM

In WTS CRM, you build the GST quotation from the lead, send it, and press WhatsApp: the chat opens with the client’s number and a message that already has the quotation number, total, validity date and link. The client can view, download or accept it from the link. You are emailed the first time it is opened, and a revision becomes a new version while the old one is kept.