Most small contractors and suppliers in Malaysia still type quotations into Word, fight with the table borders, then export a PDF that looks slightly off every time. A client asks for a sebut harga at 9pm and you are stuck at the laptop reformatting columns. QuoteMaker exists to remove that friction: open it in your browser, fill in your items, and download a clean PDF in about two minutes.
This guide walks through making a proper quotation or invoice PDF, with real examples from the trades that use it most: aircon servicing, renovation, printing, and general supply.
Set your business details once
The first time you open the tool, fill in your business once: company name, SSM number, phone, address, and your logo. These details save on your device and reappear at the top of every document you make after that, so you never re-type them.
A few things worth getting right here, because they are what makes a quote look like it came from a real company rather than a free template:
- Use your registered name with the SSM number underneath. A client comparing three aircon quotes will trust the one that looks registered.
- Add a logo even if it is just your company initials. The document header looks far more finished with it.
- Put a contact number a client can WhatsApp back. That is how most jobs get confirmed.
Because everything is stored only in this browser, switching to a different phone or clearing your browser data will erase your saved business details. There is no cloud account, so keep using the same device.
Add your line items
This is where the trade detail matters. Each row has a description, a quantity, and a unit price, and the totals update themselves as you type. Write descriptions the way the customer thinks about the job, not in shorthand.
For an aircon service quote, that might read:
- Aircond service, 4 units
- Gas top-up R32
- Chemical wash
For a renovation or contractor quote, break the scope into the parts a homeowner can understand, for example hacking and disposal, plastering, then painting, each as its own line. For a printing supplier, list the item, the run quantity, and the unit rate so the customer can see exactly what RM 0.40 per page adds up to.
Keeping items separate is not just tidy. When a client asks to drop one part of the job to fit a budget, you can remove that single line and the new total is already correct.
Add discount and SST only if they apply
There is a discount field for the times you round down to win the job, and an Add SST checkbox with an editable rate. The SST line is something you turn on yourself, so only switch it on if your business actually charges it. If you are not SST-registered, leave it off and the document will not show any tax line. The tool does not decide your tax status for you, which is the honest and correct behaviour.
Number it and set the dates
Quotation and invoice numbers are generated for you and count up on their own, so your next document follows the last one without you tracking a spreadsheet. You can still edit the number field if you want to match an existing series. There is also a document date and a valid-until date, which defaults to a couple of weeks ahead. Setting a clear expiry on a quotation is a quiet but useful nudge for clients who like to sit on prices.
Download the PDF and send it
Tap Download PDF and you get a clean, A4-sized document named after the type, number, and client, so it is easy to find later. The WhatsApp button opens a pre-filled message to your client with the document number and total already written. Because a web tool cannot attach a generated file to WhatsApp for you, the flow is simple: download the PDF first, then attach that file in the chat that opens. The tip inside the tool reminds you of exactly this order.
Turn an accepted quote into an invoice
When the client says yes, you do not start over. Switch the document type from quotation to invoice and the same details carry across, keeping the same number with an INV prefix, so Q-0042 becomes INV-0042. You issue the invoice, then collect payment your own way, whether that is a bank transfer, DuitNow, or cash on completion. QuoteMaker produces the paperwork; it does not process the payment, so there is no gateway to set up and nothing to pay for.
A note on what is and is not saved
The tool deliberately keeps things light. Your business profile and the running number are remembered, but a full history of past quotes is not stored. If you need an archive, keep the PDFs you download in a folder or your phone gallery the way you already keep receipts. For most small operators sending a handful of quotes a week, that is enough and it means there is no account that can be locked or lost.
QuoteMaker gives a contractor, supplier, or service business a fast way to send a quotation or invoice that looks professional, without a login, a subscription, or a single ringgit. It runs in your browser and on your phone, so you can reply to a client the moment they ask for a price. Open it and make your first one at quotemaker.red-poetry-f54b.workers.dev/app.