A good quotation template for the UAE shows who you are, what you are offering, the price with VAT treatment made clear, how long the offer is valid and the terms that apply. With the right setup, you can produce it from a short WhatsApp message instead of an evening of typing, and send a clean PDF while the customer is still interested.
This article is part of our guide to AI agents for small business in the UAE. It covers what to include and how to go from message to PDF.
What goes on a quotation
A quotation is an offer. The customer should be able to read it once and know exactly what they would get and what it would cost.
| Section | What to include |
|---|---|
| Your details | Business name as on your trade licence, logo, address, phone, email, TRN if VAT-registered |
| Customer details | Company or person’s name, contact and, for businesses, their TRN if they will need a tax invoice later |
| Reference and date | A unique quotation number and the date issued |
| Line items | Description, quantity, unit price and line total for each item or service |
| Totals | Subtotal, VAT and grand total, in AED |
| Validity | The date the offer expires |
| Terms | Payment terms, delivery or start date, what is excluded |
| Next step | How to accept: reply, sign or pay a deposit |
Options help when the customer is still deciding. Show two or three side by side, such as Standard, Plus and Premium packages, and mark the one you recommend. People often choose faster when the comparison is laid out for them.
VAT on quotations
The UAE applies VAT at 5 percent on most supplies of goods and services, under Federal Decree-Law No. 8 of 2017, as Middle East Briefing’s VAT summary sets out. A quotation is not a tax invoice, but it should make the VAT position obvious so the final invoice holds no surprises.
- State whether prices include or exclude VAT. “All prices exclude VAT at 5%” or “Prices include VAT”.
- Show VAT as a separate line before the grand total. Business customers expect this.
- Note any zero-rated or exempt items if they apply to your sector, after checking with your tax agent.
- Use the same item descriptions on the quotation and the invoice, so the two match.
When the quote is accepted, the tax invoice has its own required fields. Our article on VAT invoice requirements in the UAE lists them.
Validity and terms
Every quotation should say how long the price holds. Without a date, a customer can return months later expecting the old price.
Common choices:
- 7 to 14 days for goods whose cost changes often, such as imported stock or materials.
- 30 days for services with stable costs.
- A specific date for seasonal offers, such as “valid until the end of Ramadan”.
Keep the terms short and plain:
“Valid until 31 October 2026. 50% deposit on acceptance, balance on delivery. Delivery within 10 working days of deposit. Installation not included.”
If you have longer terms and conditions, link to them or attach them, rather than filling the quotation.
From message to PDF
The slow part of quoting is usually not the thinking. It is opening a template, copying prices, fixing the layout and saving a PDF. An AI assistant can do that part from a short message.
A typical request:
“Send Bloom Spa a quote for our three packages and recommend the middle one.”
The assistant then:
- Takes your prices from the price list it holds on file.
- Lays out the options side by side, with your logo and branding.
- Adds VAT, totals, validity and your standard terms.
- Shows you a preview in the chat.
You check names, quantities and totals, ask for changes in plain words (“make the validity 14 days”) and approve. Only then is it sent to the client or delivered to you as a file.
Following up a quotation
Many quotes are not rejected. They are simply forgotten. A polite follow-up recovers some of them.
- After 2 to 3 days: “Did the quote arrive safely? Happy to answer any questions.”
- Before it expires: “Just a reminder that the quote is valid until Thursday.”
- After it expires: offer to refresh it, with updated prices if needed.
When the customer accepts, turn the quote into an invoice straight away, so the details carry over without retyping.
How Dub Ai helps
With quotations by message, you send a request on WhatsApp and your Dub Ai assistant prepares a branded quotation with your logo, line items and terms. Options can sit side by side, with the recommended one highlighted, and your prices come from your own price list. You review the preview, ask for changes in plain language and approve before anything is sent. When the client accepts, ask “Invoice the accepted quote.” The Help Centre guide to quotations shows the steps.
Frequently asked questions
Does a quotation need a TRN?
A quotation is an offer rather than a tax invoice, so the invoice rules do not apply to it in the same way. Still, if you are VAT-registered, showing your TRN and stating whether prices include VAT helps business customers check your status and plan for the tax invoice. Confirm your own obligations with your tax agent.
How long should a quote be valid?
Choose a period that matches how quickly your costs change. Seven to fourteen days suits goods with changing prices, while thirty days often suits services. Always print the expiry date on the quotation itself and follow up before it lapses. If the customer comes back later, refresh the quote rather than honouring old prices by default.
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