How to Get Quotes with SignNow

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What how to get quotes means in a digital workflow

how to get quotes refers to the process of preparing, sending, receiving and confirming price quotations using digital documents and eSignature tools. In a modern workflow this includes templates for standard quotes, fields for pricing and terms, recipient routing for approvals, and secure signing to finalize acceptance. For businesses operating in the United States, legally enforceable electronic acceptance relies on ESIGN and UETA considerations and on maintaining reliable audit trails and data protection measures throughout the quote lifecycle.

Why using digital quotes matters for accuracy and speed

Digital quoting centralizes version control, shortens response times, and reduces errors from manual entry. It also creates a verifiable record for each quote, which supports compliance and internal review without adding paper overhead.

Why using digital quotes matters for accuracy and speed

Common challenges when implementing how to get quotes digitally

  • Keeping pricing and terms consistent across templates and salespeople can be difficult without centralized controls and role-based access.
  • Ensuring recipients understand and accept digital signatures requires clear labeling and plain-language instructions to avoid confusion.
  • Integrating quote data back into CRM or accounting systems often needs mapping and middleware to prevent duplicate records.
  • Maintaining audit-ready records and complying with industry regulations adds configuration and training overhead for teams.

User profiles: who interacts with quotes

Procurement

A procurement manager prepares vendor quote requests, compares returned proposals, and records accepted terms. Their work requires consistent templates, fields for pricing and delivery, and audit trails for internal approvals and compliance reviews.

Sales

A sales representative creates customer quotes using configurable templates, applies discounts under delegated authority, and tracks signature completion. They need mobile-friendly signing, CRM sync, and quick reuse of previously approved terms.

Teams and roles that typically rely on how to get quotes

Sales, procurement, and operations teams commonly implement digital quoting to standardize offers, accelerate approvals, and track acceptance status.

  • Sales representatives preparing tailored offers and tracking customer approvals.
  • Procurement managers comparing vendor proposals and documenting negotiated terms.
  • Finance or contracts teams validating pricing, discount approvals, and retention policies.

Adoption often grows from single teams to company-wide workflows once integration points and templates prove reliable and auditable.

Additional capabilities to scale how to get quotes

Beyond core features, these capabilities support higher-volume quoting, integration flexibility, and stricter compliance needs for larger teams.

Bulk Send

Send identical quote documents to many recipients simultaneously while tracking individual signature status to streamline campaign-style offers or renewal notices.

Role-based permissions

Assign granular edit, send, and admin rights to control who can create quotes, approve discounts, or access sensitive pricing data across the organization.

API access

Use REST APIs to generate quotes programmatically from CRM or ERP systems, embed signing in web apps, and automate lifecycle events between systems.

Mobile signing

Enable recipients to review and accept quotes on mobile devices with responsive layouts and clear signing controls for field agents and customers on the go.

Conditional logic

Apply rules that automatically include or exclude sections, pricing, or approval steps based on selections or customer type to reduce manual edits.

Secure templates

Lock critical clauses and pricing fields in templates to prevent unauthorized changes while still allowing personalization where permitted.

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Core features that support efficient how to get quotes workflows

These features help standardize quote creation, ensure secure acceptance, and integrate quote data with downstream systems for processing.

Templates

Reusable templates store pricing logic, standard terms, and preconfigured fields to speed quote creation while reducing errors and ensuring consistent language across offers.

Conditional fields

Show or hide pricing elements, discounts, or line items based on selected options so each quote reflects the correct configuration without manual edits.

Audit logs

Complete, timestamped records of each interaction—views, edits, and signatures—provide evidence for legal compliance and internal review.

CRM sync

Two-way integration syncs quote status, signed documents, and customer data with CRM platforms to automate follow-up and invoicing.

How the digital quote flow typically operates

A standard digital quote moves from template creation to recipient acceptance and then to archival; each phase should log key events for traceability.

  • Template authoring: Design fields and conditional content for offers.
  • Recipient routing: Define signing order or parallel signing as needed.
  • Acceptance capture: Record signature, timestamp, and IP details.
  • Storage and export: Archive signed quotes to cloud or CRM.
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Quick setup: create your first digital quote

Follow these core steps to build a basic quote template and send the first document for signature.

  • 01
    Create template: Add company logo, standard terms, and pricing fields.
  • 02
    Configure fields: Insert price, quantity, and approval signature fields.
  • 03
    Set recipients: Add customer and internal approver addresses.
  • 04
    Send and track: Dispatch the quote and monitor the audit trail.

Step-by-step: sending a quote and capturing acceptance

This grid outlines the operational steps from quote creation to archival for team members responsible for execution.

01

Draft quote:

Select template and fill variables
02

Add recipients:

Enter signing and CC addresses
03

Set signing order:

Define sequential or parallel signing
04

Apply security:

Configure authentication or 2FA
05

Send quote:

Dispatch and notify recipient
06

Archive:

Store signed PDF and metadata
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Recommended workflow settings for how to get quotes

These sample configuration settings align sending, reminders, and storage to maintain responsiveness and compliance in a typical quoting workflow.

Setting Name Configuration
Reminder Frequency 48 hours
Signature Expiration 30 days
Default Template Folder Sales Templates
Audit Log Retention 7 years
Default Authentication Email code

Supported platforms for how to get quotes

Digital quoting solutions should support modern browsers and mobile operating systems to enable flexible creation and signing.

  • Desktop browsers: Chrome, Edge, Safari
  • Mobile operating systems: iOS and Android
  • Native apps: Optional iOS/Android apps

Ensure users have up-to-date browser versions and enable JavaScript; mobile apps often improve offline access and camera-based ID capture, while desktop workflows are preferred for complex template authoring and bulk operations.

Security and controls for how to get quotes

Encryption At Rest: AES-256 level
TLS Encryption: In transit protection
Two-Factor Authentication: Optional for accounts
Audit Trail: Comprehensive event log
Access Controls: Role-based permissions
HIPAA Controls: BAA available

Industry examples of how to get quotes in practice

Two concise case examples show how digital quoting integrates into different workflows and the outcomes teams can expect.

Manufacturing quote turnaround

A mid-size manufacturer replaced emailed PDFs with template-driven digital quotes to standardize pricing and lead times for distributors.

  • Single-template enforcement reduced manual edits.
  • Approval routing captured manager sign-off automatically.

Resulting in faster order conversion and fewer disputed terms at delivery.

Professional services proposals

A consultancy used field-based quote templates and embedded scopes of work to produce consistent proposals for clients.

  • Pre-approved fee schedules ensured compliance with billing policy.
  • Electronic signatures confirmed client acceptance and triggered project intake.

Leading to clearer project start dates and improved revenue recognition timelines.

Best practices for secure and accurate how to get quotes

Adopt standardized templates, clear signature prompts, and retention policies to ensure quotes are enforceable and auditable.

Use centralized, version-controlled templates
Maintain a single source of truth for offer language and pricing. Store templates in a central library with controlled edit permissions to prevent inconsistent terms and reduce legal exposure.
Require explicit signature blocks and clear dates
Place clearly labeled signature and date fields near pricing and critical terms. Explicit acceptance elements reduce disputes over whether a quote was accepted and when the agreement became effective.
Enable audit trails and preserve metadata
Capture signer identity details, timestamps, and access logs. Retain metadata alongside signed PDFs to support compliance audits and potential legal review.
Integrate quotes with CRM and billing systems
Automate status updates and data transfer from signed quotes to invoicing or order management to reduce manual entry, accelerate fulfillment, and improve revenue recognition accuracy.
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FAQs About how to get quotes

Common questions and troubleshooting steps for teams implementing digital quoting and eSignature processes.

Feature comparison for how to get quotes eSignature tools

A concise feature availability comparison across three major eSignature providers commonly used for digital quoting.

Criteria signNow (Recommended) DocuSign Adobe Acrobat Sign
Legally binding (US ESIGN/UETA)
Bulk Send capability
API availability REST API REST API REST API
HIPAA-ready option BAA available BAA available Enterprise BAA
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Retention and deadlines relevant to how to get quotes

Define retention, archival, and response deadlines to align with legal, regulatory, and business requirements.

Quote validity period:

Define days the price remains valid

Signature deadline:

Set recipient signing due dates

Document retention policy:

Specify archival duration per compliance rules

Audit log retention:

Keep logs for required period

Automated reminder schedule:

Configure timing for follow-ups

Legal and operational risks tied to quoting

Invalid signatures: Lost enforcement
Data breaches: Regulatory fines
Version confusion: Contract disputes
Noncompliance: Audit penalties
Integration errors: Billing mistakes
Retention lapses: Evidence gaps

Pricing and plan comparison relevant to how to get quotes

High-level plan attributes to help teams compare entry-level options and common commercial features for quote workflows.

Plan / Vendor signNow (Recommended) DocuSign Adobe Acrobat Sign PandaDoc Dropbox Sign
Free tier Free trial only 30-day trial 7-day trial Free eSign plan Free plan available
Entry monthly price $8+/user/mo $10+/user/mo $14.99+/user/mo $19+/user/mo $15+/user/mo
API access Included Included Included Included Included
Document templates Unlimited templates Unlimited templates Unlimited templates Unlimited templates Unlimited templates
Enterprise support available Yes Yes Yes Yes Yes
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