How to Create Quotes with SignNow

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Legal validity of electronically signed quotes in the United States

In the U.S., electronically signed quotes are generally enforceable under ESIGN and UETA when intent to sign, consent to electronic records, and proper authentication are established and retained.

Legal validity of electronically signed quotes in the United States

Roles and permissions for teams creating quotes

Account Admin

Account Admins manage organizational settings, control user provisioning, and configure security policies. They set retention rules, enable integrations, and have access to audit logs for compliance reviews.

Sales Representative

Sales Representatives create and send quotes, use approved templates, and track quote status. Their permissions typically restrict pricing overrides and require approvals for discounts or custom terms.

Key tools to streamline how to create quotes

Effective quote creation uses templates, pricing fields, approvals, integrations, audit logs, and automation to reduce errors and accelerate signoff.

Templates

Reusable quote templates store standard terms, pricing sections, and preconfigured fields to speed creation and ensure consistency across sales and procurement workflows.

Line items

Structured line-item fields allow quantity, unit price, tax, and discount calculations that automatically update totals and reduce manual arithmetic errors in quotes.

Approvals

Multi-step approval routing enforces internal review, records approver identities, and prevents sending quotes until required approvals are captured.

Integrations

Connectors to CRM, accounting, and document storage sync contact and product data to generate accurate quotes and keep records aligned across systems.

Audit trail

Comprehensive activity logs capture who viewed, signed, or modified a quote with timestamps and IP addresses for compliance and dispute resolution.

Automation

Automated reminders, expirations, and webhook triggers reduce administrative overhead and ensure timely follow-up on outstanding quotes.

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Integrations and templates to simplify how to create quotes

Connectors and prebuilt templates enable automated population of pricing data, customer details, and storage to reduce manual work and errors.

CRM integration

Sync contacts and product catalog from CRMs such as Salesforce or HubSpot so quotes populate customer data and pricing automatically, reducing duplication and ensuring consistent terms across sales records and pipeline reporting.

Google Docs

Create or import quote documents from Google Docs to apply signature fields and pricing templates, allowing teams to draft in familiar editors while keeping signed copies centralized and versioned in the eSignature system.

Cloud storage

Save signed quotes to Dropbox, Google Drive, or Box automatically, ensuring centralized backup, access controls, and consistent file naming for retrieval and audit.

Accounting systems

Integrate with QuickBooks or Xero to export accepted quotes as invoices or sales orders, streamlining order-to-cash workflows and reducing manual data entry between sales and finance.

How online quote creation and acceptance works

Create a digital quote by starting from a template or a blank document, add pricing and terms, designate signers, and send via email or secure link for electronic acceptance.

  • Prepare document: Upload or compose the quote with itemized pricing and terms.
  • Configure recipients: Add signers, CCs, and set signing sequence and permissions.
  • Delivery options: Send via email, link, or in-app delivery for signature.
  • Completion: Signed quote is returned with an audit trail and copy retention.
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Quick setup to create quotes and send for signature

Prepare a basic quote workflow by collecting customer details, defining line items and prices, configuring required fields, and choosing recipients and signing order before sending.

  • 01
    Create template: Build a reusable quote template with line items and totals.
  • 02
    Add pricing: Insert fixed items, discounts, taxes, and subtotal calculations.
  • 03
    Assign fields: Place signature, date, and optional initial fields for recipients.
  • 04
    Send for signature: Choose recipients, set signing order, and transmit the document.

Managing audit trails and version history for quotes

Maintain transparent records of every quote action to support compliance, dispute resolution, and internal reporting.

01

Event capture:

Record view, sign, and edits with timestamps.
02

Signer identity:

Log authentication method and signer metadata.
03

Versioning:

Retain prior versions with change notes.
04

Export logs:

Download CSV or PDF audit reports.
05

Retention controls:

Policy-driven retention schedules.
06

Dispute evidence:

Provide complete trail for legal review.
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Configuring automation and workflow settings for quotes

Define workflow settings to enforce approvals, reminders, field validation, and integrations that move quotes smoothly from draft to signed agreement.

Setting Name Configuration
Document Approval Sequence Order Setting Sequential or parallel
Automated Reminder Schedule Setting 48 hours; customizable
Quote Expiration Window Setting 30 days or custom
Line Item Calculation Validation Setting Auto-calc totals
Webhook Notification and Integration Setting Real-time webhook

Device and browser requirements for creating quotes

Create and sign quotes from modern browsers on desktop or mobile devices, and use native apps where available for offline or enhanced workflow support.

  • Desktop browsers: Chrome, Edge, Safari supported
  • Mobile apps: iOS and Android native apps
  • Tablet support: Responsive UI for tablets

For best results, keep browsers and apps up to date, enable secure connections (HTTPS), and verify device security policies when handling protected health or education data under HIPAA or FERPA.

Security controls and protections for quote documents

Encryption in transit: TLS 1.2+ protected transport
Encryption at rest: AES-256 storage encryption
Access controls: Role-based permissions
Two-factor authentication: Optional multi-factor login
Audit logging: Immutable activity records
Data residency options: Regional storage choices

Industry examples of using digital quotes

Different industries adapt quote workflows to their unique needs, from construction estimates to recurring SaaS pricing and procurement approvals.

Construction estimates

A general contractor prepares a detailed quote including materials and labor costs, payment schedule, and site conditions

  • Uses line items for materials and contractors
  • Sends staged approvals for client and subcontractor review

Resulting in faster acceptance, clearer scope definitions, and a retained, auditable record for project start.

SaaS sales

A software vendor generates tiered quotes that combine seat counts, add-ons, and discounts into a single document

  • Integrates CRM pricing and customer data for accuracy
  • Applies automated approvals for custom discounts requiring manager signoff

Leading to shorter sales cycles, fewer pricing errors, and reliable contract records for renewals.

Best practices when creating and sending quotes

Follow structured processes to keep quotes accurate, legally sound, and easy to track across teams and customers.

Use standardized templates with required fields
Design templates that include mandatory pricing, payment terms, and signature blocks to reduce omissions and enforce consistent legal language across all quotes and customer segments.
Record explicit consent to electronic transactions
Capture recipient consent to do business electronically as part of the quote workflow to support enforceability under ESIGN and UETA in the United States.
Apply role-based permissions and approval chains
Limit who can apply discounts or modify pricing, require manager approvals for exceptions, and log approver actions to prevent unauthorized changes and maintain auditability.
Retain signed quotes and audit logs per policy
Implement retention schedules and secure backups that align with regulatory needs and internal records management to support future audits or contract disputes.
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FAQs and common troubleshooting when creating quotes

Answers to frequent questions and solutions for typical issues encountered when composing, sending, or finalizing digital quotes.

Feature availability: signNow compared to DocuSign for quote workflows

A concise feature comparison between signNow and DocuSign highlights availability for common quote-related capabilities used in U.S. workflows.

Feature signNow (Recommended) DocuSign
Mobile signing
Bulk Send
HIPAA compliance
API access
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Document retention and backup timelines for quote records

Define retention periods and backup frequencies to meet legal, regulatory, and business requirements for signed quotes and related logs.

Standard retention period policy:

7 years recommended for contract records

HIPAA-related retention requirements:

6 years for covered health records

Backup frequency schedule:

Daily backups with weekly snapshots

Disaster recovery recovery point objective:

24-hour maximum data loss

Legal hold and preservation:

Suspend deletion upon litigation notice

Pricing overview for vendors commonly used to create quotes

High-level pricing and plan attributes for vendors often considered for quote creation and electronic signature workflows; signNow is listed first as Recommended based on cost-effectiveness and core features.

Plan Type signNow (Recommended) DocuSign Adobe Sign Dropbox Sign PandaDoc
Starting price per user monthly $8 per month $10 per month $14.99 per month $15 per month $19 per month
Included eSignatures Unlimited Limited tiers Unlimited Limited tiers Limited tiers
API access availability Included Available Available Available Included
Bulk Send capability Yes (Bulk Send) Yes Yes Yes Yes
Free trial length 7 days 30 days 14 days 14 days 14 days
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