Quote Number Generator

Quotation number: format, legal weight and CRM integration

A quotation number (numero de orcamento) is the internal sequential identifier a company assigns to each commercial proposal it sends out. Unlike NF-e, CT-e or MDF-e numbers, the quotation is not a fiscal document — there is no tax authority validation, no XML schema and no fines for skipped sequences. It precedes the sale: the customer agrees to the proposal, the order is opened, and only then is an NF-e issued to actually move goods or services with tax effects.

The numbering format is entirely up to the issuer. Common patterns include ORC-2026-00123, Q-2026-0001 or simple 0000123 with a custom prefix. Most companies reset the counter yearly to keep numbers short.

Required content of a quotation

• Sequential number + emission date + validity period (usually 7 to 30 days).
• Customer data — CNPJ/CPF, full address, contact.
• Itemized lines — description, quantity, unit price, total, with taxes (IPI/ICMS) either embedded or itemized separately.
• Commercial conditions — payment terms, delivery deadline, freight CIF vs FOB, currency.
• Signature — digital or physical (acceptance by email or WhatsApp is legally valid in Brazil).

Legal weight: when a quote becomes a contract

A quotation accepted by the customer — even tacitly, by signing or replying "approved" via email — converts into a binding contract under article 427 of the Brazilian Civil Code. In consumer relationships, CDC article 30 goes further: any advertised offer binds the supplier. That is why mature companies always include a "preos validos por X dias" clause and the explicit scope of work to avoid open-ended liability.

Types of quotations

• Simple quote — item + price, single page (typical for retail and quick B2C jobs).
• Detailed quote — scope + schedule + milestones (engineering, construction, custom software).
• Technical-commercial proposal — executive summary + technical scope + investment, used in B2B sales cycles.
• Bid (proposta de licitacao) — formal proposal under Brazil's procurement law (Lei 14.133/2021).

CRM and ERP integration

In modern sales pipelines (lead -> qualified -> quote -> won), the quotation is the central artifact of the conversion stage. Tools such as Pipedrive, RD Station, HubSpot and Salesforce Quote-to-Cash generate quotes automatically from product catalogs and CRM customer data, then push the won deal into the ERP, which issues the NF-e. Exports are usually PDF, Excel and electronic-signature platforms.

Frequently asked questions

Does a quotation replace the invoice (NF)? No. The NF-e is issued only when the actual sale happens — it triggers ICMS, IPI and other taxes. The quote is purely commercial.

Is a physical signature required? No. Acceptance by email, WhatsApp or any traceable channel is valid evidence of contract formation under Brazilian civil law.

Does the price stay valid forever? No. You can — and should — include a "preos validos por X dias" clause; otherwise CDC art. 30 may hold you to the price indefinitely with consumers.

Are the generated numbers tied to any official registry? No. Quotation numbers are internal to your company — this generator produces convenient sequential placeholders for templates, demos and CRM seed data.