Key takeaways
- Use ZMW for Zambian kwacha amounts; do not substitute another country's kwacha code.
- State offer validity and how delivery or substitutions will be approved.
- A proforma sets out a proposed transaction; a receipt confirms money actually received.
- Check ZRA's Smart Invoice instructions before treating a PDF as a statutory invoice.
How to write a quotation for a Zambian buyer
Identify the customer, delivery site, item specification, quantity, unit, price and currency. Add an offer-expiry date and the assumptions behind transport or installation charges. If stock is subject to availability, state that condition. A contractor buying for a remote site needs to know whether unloading, site access and transport are included; an unexplained total does not answer those questions.
| Stage | Document | Control to keep |
|---|---|---|
| Price offered | Quotation | Specification, validity and exclusions |
| Advance proposed | Proforma invoice | What the advance relates to |
| Order authorised | Purchase order | Accepted price and delivery destination |
| Partial supply | Delivery note | Quantity received and quantity still outstanding |
| Bill and settlement | Invoice and receipt | Supply reference and amount actually paid |
ZMW example: a staged material delivery
Fictional example: a Lusaka trading business quotes a contractor for 100 material packs at ZMW 180 each. Goods total ZMW 18,000; an agreed transport charge of ZMW 1,200 brings the commercial subtotal to ZMW 19,200 before applicable tax. The customer requests two deliveries of 60 and 40 packs. The quotation should say whether the transport charge covers both trips or only one.
- QT-ZM-026 records the approved product and ZMW prices.
- The buyer's PO confirms the quantities, site and two delivery dates.
- The first delivery note records 60 packs, not the full order of 100.
- The second delivery note records 40 packs and links to the same order.
- The invoice follows the agreed billing arrangement and transparently identifies deliveries and any agreed advance.
If an imported input is priced in USD but your offer is in ZMW, agree how long that ZMW price holds. Selecting ZMW in DocMak does not calculate an exchange rate or protect against price changes.
Avoid procurement and contractor disputes
Do not substitute a different specification because stock has changed without written buyer approval. When a delivery is short or damaged, note it on the receiving record and reconcile the bill. If the customer wants credit terms, record an actual due date or agreed period and clarify the starting point. Keep a revised quote identifiable when scope or price changes.
- Ask who can approve the quote and whether a PO is needed.
- Confirm product specification, units and transport responsibility.
- Record the delivery contact and planned schedule.
- Keep the signed receiving record for each trip.
- Connect the final invoice to the agreed order and any credit or advance.
A company profile helps a supplier describe its product range, service coverage and actual project experience. It does not replace licences, registration evidence or procurement qualifications. For a consultancy or service business, use milestones and completion criteria in place of goods quantities.
Smart Invoice and tax: use current official guidance
The Zambia Revenue Authority publishes Smart Invoice information. Check the process and applicability for your business with ZRA or a qualified adviser before issuing a statutory tax invoice. A DocMak quotation or commercial PDF is not a Smart Invoice submission, and adding a tax-identifier field does not establish compliance. This guide intentionally leaves tax rates and registration thresholds unspecified.
DocMak helps you prepare professional business documents; it is not a tax-authority invoicing system, a company-registration service or an officially approved compliance product. Free creation and downloads remain subject to the existing account and usage limits. Use your applicable tax treatment, not a template's sample rate. Currency selection labels the amounts you enter; it does not convert them.
Prepare the supplier file online
Open the Quotation Maker and select ZMW. Enter each agreed item and place delivery assumptions and offer validity in the relevant terms. Use the Proforma Invoice Maker for a proposed advance, the PO tool for the buyer's order and the invoice tool for billing. Check the final preview before sharing. A free DocMak account can support save and reuse within the existing plan limits.
The tool links below follow these commercial stages. The proforma guide explains why a preliminary document should remain distinct from the invoice for an actual supply.
Frequently asked questions
What currency code should a Zambian quotation use?
Use ZMW for Zambian kwacha. Enter amounts in that currency; DocMak does not convert them.
Can I use one delivery note for an order supplied in stages?
Record each delivery's actual quantities and date so the customer can reconcile the completed order. Keep the order reference on each receiving record.
Does a DocMak PDF replace Smart Invoice?
No. Consult Zambia Revenue Authority guidance for the required invoicing process applicable to your business.
Official sources
Check these official pages for the latest requirements before filing or making a compliance decision.