Water purifier quotation management software helps a dealer create, send and track every quote from enquiry to payment. You can do the same by hand with one fixed template, a water test before every quote, follow-ups on day 1, 3 and 7, and an invoice raised from the accepted quote. Excel and WhatsApp work at low volume. Software makes sense once quotes start slipping through the cracks.
This is general guidance. Confirm tax questions with a CA or on gst.gov.in.
Why quotations are where RO dealers lose leads
Many dealers quote on handwritten slips, Word or Excel files, or WhatsApp messages from the owner’s phone. Leads are lost quietly: nobody follows up, nobody remembers which price was given, and customers claim an old price weeks later.
A quotation is an offer, not a tax invoice. The GST invoice is the legal tax document.
What a good RO/UV quotation should contain
- Dealer details: name, address, GSTIN, contact.
- Quote number, date and validity: 7 to 15 days is common, but it is your choice.
- Customer details: name, site address, phone, and GSTIN for B2B.
- Line items: model, technology (RO/UV/UF/TDS controller), capacity, warranty, installation, and optional stabiliser, pre-filter or softener.
- Tax: HSN code and GST rate per line. Water purifiers are commonly classified under HSN 8421, but confirm the HSN and current rate for each model. Rates were revised in the 2025 GST rationalisation, so check the CBIC GST rate notifications or ask your CA. Do not copy a rate from an old quote.
- Terms: advance, payment terms, installation timeline, warranty, optional AMC, and exclusions (plumbing, electrical, civil work).
- Bank and UPI details.
Sample quote layout (copy and adapt)
The figures below are blanks on purpose. Fill in your own current prices.
| Item | Details | Qty | Rate (₹) | HSN / GST % |
|---|---|---|---|---|
| Option A: RO+UV+TDS controller | Model, capacity, 1-year warranty | 1 | ____ | ____ / ____ |
| Installation | Wall-mount, standard point | 1 | ____ | ____ / ____ |
| Optional: voltage stabiliser | Only if supply fluctuates | 1 | ____ | ____ / ____ |
| Optional: AMC (1 year) | Number of services, filters included or not | 1 | ____ | ____ / ____ |
Add the header, quote number, “Valid until” date, water source and TDS reading at the site, terms, exclusions, and bank/UPI details below the table.
The quote-to-cash workflow
- Capture the enquiry from a call, WhatsApp, walk-in, or a builder or apartment lead.
- Survey the site. Note the source (borewell, municipal or corporation supply, tanker) and test TDS with a meter. In Tamil Nadu, water quality can differ between neighbouring areas and even between a borewell and corporation supply in the same street, so test every site instead of assuming.
- Recommend by test result, not by the number of filter stages. Write the TDS reading on the quote.
- Send the quote as a PDF or on WhatsApp.
- Follow up on day 1, 3 and 7 (scripts below).
- Raise the GST invoice from the accepted quote. Re-typing is where wrong amounts creep in.
- Record installation date, warranty start and filter-change schedule.
- Offer AMC before the warranty ends. See how to track water purifier AMC renewals.
- Track payment dues and remind politely.
Follow-up messages in Tamil and English
| Day | Tamil | English meaning |
|---|---|---|
| 1 | வணக்கம் ____, நாங்கள் அனுப்பிய RO quotation கிடைத்ததா? ஏதேனும் சந்தேகம் இருந்தால் கேளுங்கள். | Did you receive our quote? Ask if you have any doubts. |
| 3 | உங்கள் தண்ணீர் TDS அளவுக்கு ஏற்ற model-ஐ quotation-இல் குறிப்பிட்டுள்ளோம். Install செய்ய வசதியான நாள் சொல்லுங்கள். | The model suits your TDS reading. Tell us a convenient install day. |
| 7 | Quotation ____ தேதி வரை செல்லும். அதன் பிறகு விலை மாறலாம். தொடர விரும்பினால் தெரிவிக்கவும். | The quote is valid till ____. Prices may change after that. |
For more on this routine, read how to manage customer follow-ups for RO dealers.
Apartment and builder leads
These quotes need more care. The decision usually sits with a committee or secretary, so quote per unit and for the whole project, put the scope in writing, and allow a longer validity. Survey the common borewell, sump or overhead tank, and record who approved the quote. Expect more follow-ups than a household lead.
Pricing and structuring quotes
Household RO/UV purifiers are often sold roughly between ₹8,000 and ₹25,000 or more. This is a general, undated indication, not sourced data, so check current brand price lists. Commercial RO plants (rated in LPH) vary widely by capacity and brand, so quote only after a site visit.
- Good/Better/Best: Base the options on the TDS reading and daily use. For example, a low-TDS corporation supply may not need the same model as a high-TDS borewell. Explain why in one line each.
- AMC: Show it as an optional line in the first quote.
- With or without GST: Regular registered dealers show GST separately. Composition scheme dealers cannot collect GST from customers and issue a bill of supply instead of a tax invoice. Confirm your situation with a CA.
- E-invoicing: It applies only above a turnover threshold that has changed over time. Check the current limit on the GST portal.
Common quotation mistakes
- Quoting without a water test, then facing complaints.
- Leaving out the HSN code or GST rate.
- No validity date.
- No structured follow-up.
- Re-typing quotes as invoices.
- Offering AMC only after the warranty expires.
- Keeping customers only in the owner’s phone.
- Not recording the installation date, so service reminders are missed.
Myths
- “A quotation is a legal invoice.” No. The GST invoice is the tax document.
- “Excel is enough.” It is fine at small scale but weak on reminders, history and multiple users.
- “More filter stages mean better water.” The right technology depends on TDS and the water source.
When quotation management software makes sense
These are rules of thumb, not fixed limits. Consider moving when any one of these is true:
- You regularly have more than about 10 open quotes at a time.
- More than one person (owner, sales staff, technician) sends quotes.
- You have missed follow-ups on two or more leads in a month.
- You re-enter the same customer details in a quote, an invoice and a service sheet.
- You run more than one branch or van.
| Need | Excel/Word | WhatsApp only | CRM software |
|---|---|---|---|
| Follow-up tracking | Manual | Memory | Usually built in |
| Quote status | Manual column | Hard | Usually available |
| Quote to invoice | Re-type | Re-type | Varies by product; ask |
| Customer history | Scattered files | Chat scroll | One record |
| AMC link | Separate sheet | None | Varies by product |
| Multi-user | Version clashes | One phone | Shared access |
Features to look for: quote templates, GST support, quote status, quote-to-invoice conversion, customer and AMC records, payment follow-ups, WhatsApp reminders, and Tamil or bilingual text. Ask any vendor to demonstrate the last two. WhatsApp Business API reminders need approved templates and customer opt-in. Our guide to billing software for dealers covers the invoicing side.
How Nixie CRM can support quotation and follow-up management
Nixie is a CRM for water purifier dealers in India by Shiny Software Services. It covers customer management, sales tracking, quotation and payment follow-ups, inventory, GST invoice generation, AMC and service tracking, and WhatsApp API reminders.
To be plain about what this article cannot confirm: we have not verified here whether Nixie converts an accepted quote into an invoice automatically, or whether it supports Tamil text on quotes. Do not assume either. Check both on nixie.in or during the trial, using your own quote and a Tamil customer name.
A 7-day plan to tidy up your quotes
| Day | Task | Done when |
|---|---|---|
| 1 | Make one quote template with all fields above | Every new quote uses it |
| 2 | Add a TDS test and water-source note before quoting | Reading appears on the quote |
| 3 | Set validity and save the day 1, 3, 7 messages | Messages ready to paste |
| 4 | List all open enquiries in one sheet or system, not phone contacts | Each has a status and next date |
| 5 | Add a column for the invoice number and installation date (or test software on real quotes) | Every won quote links to both |
| 6 | Decide your AMC offer and filter-change reminder dates | Offer text written |
| 7 | Count quotes sent, won and lost, and note why | Top lost reason identified |
Not sure where to start? You can run Day 5 in Nixie’s trial: start the 7-day free trial.
FAQ
What should a water purifier quotation include?
Dealer and customer details, quote number, date, validity, model and technology, HSN and GST rate, terms, exclusions, optional AMC, and bank/UPI details.
Is a quotation the same as a GST invoice?
No. A quotation is an offer. The GST invoice is the tax document issued at sale.
Should a water purifier dealer quote with or without GST?
Regular dealers usually show GST separately. Composition dealers cannot charge GST to customers. Confirm with a CA or the GST portal.
How many days should a quotation be valid?
Commonly 7 to 15 days. Choose based on how often your supplier prices change.
Can I send quotations and reminders on WhatsApp?
Yes, manually at low volume. Automated reminders through the WhatsApp Business API need approved templates and customer opt-in.
Is Excel enough, or do I need software?
Excel is fine for a handful of quotes. Consider software when you meet the triggers above, such as many open quotes or several people sending them.
Ready to test it on your real quotes? Start your 7-day free trial or explore the product at nixie.in.