How to Get Quotes for Purchasing Securely with SignNow

how to get quotes for Purchasing

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What getting quotes for purchasing looks like today

How to get quotes for purchasing refers to the structured process of requesting, receiving, comparing, and approving supplier price proposals for goods or services. In a digital workflow, buyers issue clear specifications or RFQs to selected vendors, collect standardized responses, and preserve each submission with an auditable record. Electronic signatures and secure document transfer reduce administrative delay and support legal enforceability under U.S. frameworks such as ESIGN and UETA while maintaining an evidentiary trail for procurement reviews and audits.

Why a formal quoting process matters

A repeatable process for how to get quotes for purchasing ensures fair competition, accurate budgeting, and defensible sourcing decisions while reducing cycle times and administrative overhead.

Why a formal quoting process matters

Common obstacles when collecting supplier quotes

  • Unclear or incomplete specifications that lead to inconsistent vendor responses and hidden costs.
  • Manual tracking across email and spreadsheets that creates version control issues and delays.
  • Long vendor response times and follow-ups that extend procurement cycle times.
  • Difficulty verifying signer identity or consent when documents circulate without secure authentication.

Representative user profiles for quote workflows

Procurement Manager

A procurement manager coordinates RFQs, enforces supplier qualification criteria, and consolidates quote comparisons for approval. They rely on structured templates, secure signature capture, and audit logs to demonstrate compliance and support internal reviews.

Small Business Owner

A small business owner solicits competitive quotes from multiple vendors, prefers simple online forms and mobile signing, and requires clear records for accounting and tax documentation. They value a streamlined, low-friction process.

Who typically handles quote collection and evaluation

Procurement and purchasing professionals coordinate requests and validate supplier responses across departments.

  • Corporate procurement teams that manage vendor panels and compliance requirements.
  • Small business owners sourcing supplies and services with limited procurement resources.
  • Facilities and project managers handling one-off purchases and vendor comparisons.

Cross-functional teams including finance, legal, and operations then review quotes to finalize vendor selection.

Essential tools for faster, more reliable quoting

Several features help buyers scale quote collection while maintaining control and traceability.

Bulk Send

Distribute a single RFQ to many suppliers at once while tracking individual responses and automating reminder schedules to improve response rates.

Document Templates

Prebuilt templates standardize fields and legal language for RFQs, reducing preparation time and ensuring all suppliers receive identical requirements and terms.

Workflow Automation

Automate approval routing, reminders, and status updates so quotes move through review and sign-off without manual intervention or missed deadlines.

Audit Trail

Maintain immutable logs of when documents were sent, viewed, signed, or modified to support procurement audits and dispute resolution.

Mobile Signing

Allow suppliers to review and sign quotes from mobile devices to accelerate turnaround times when vendors are in the field or on tight schedules.

API Access

Integrate quoting and signature functions into procurement systems to automate RFQ issuance, collect signed quotes, and sync results with ERP or sourcing platforms.

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Integrations and templates that simplify quote collection

Connect quoting workflows to documents and systems you already use to reduce manual steps and improve consistency.

Google Docs Integration

Create RFQs from Google Docs and convert shared documents into standardized quote requests, preserving formatting and enabling rapid distribution to vendors without rekeying content.

CRM Connections

Link quote requests to customer or vendor records in CRM systems to surface historical pricing, automate recipient lists, and log activity for procurement reporting and vendor performance analysis.

Cloud Storage Sync

Save submitted quotes automatically to Dropbox or other storage locations with folder rules to maintain retention policies and simplify audit retrieval.

Custom Templates

Use reusable RFQ templates with preconfigured fields, terms, and authentication settings to ensure consistent data collection across purchasing events and departments.

How to create and use a digital quote request

A concise online RFQ process helps standardize responses and preserves evidence of each vendor interaction.

  • Prepare RFQ: Attach specs, quantities, and delivery terms
  • Add Fields: Include price, lead time, and acceptance fields
  • Distribute: Send to vendors via email or link
  • Collect Replies: Aggregate signed quotes and attachments
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Step-by-step: collecting quotes efficiently

Use a structured sequence when asking suppliers for quotes to reduce back-and-forth and speed decision-making.

  • 01
    Define Specs: Document clear product or service requirements
  • 02
    Select Vendors: Choose qualified suppliers to invite
  • 03
    Issue RFQ: Send standardized requests with deadlines
  • 04
    Compare Responses: Evaluate pricing, terms, and lead times

Maintaining a compliant audit trail for quotes

Capture standardized events and metadata to make every quote traceable from issuance through acceptance.

01

Record Event:

Log send actions and recipients
02

Timestamp:

Store UTC date and time
03

User Identity:

Record authenticated signer details
04

Document Version:

Archive each revision
05

IP Address:

Log origin of actions
06

Stored Evidence:

Preserve signed PDF and metadata
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Typical workflow settings for quote collection

Standard configuration values help teams enforce consistent behavior when issuing quote requests.

Feature Configuration
Document Reminder Frequency Configuration Value 48 hours
Quote Approval Sequence Configuration Value Serial
Signature Authentication Level Configuration Value Email + SMS
Document Retention Period Configuration Value 7 years
Notification Channel Configuration Value Email and Slack

Supported platforms for collecting and signing quotes

Collecting and signing quotes can be performed from modern desktop browsers, mobile apps, or tablets depending on vendor capabilities.

  • Desktop Browsers: Chrome, Edge, Safari, Firefox
  • Mobile Platforms: iOS and Android apps available
  • Minimum Requirements: Recent OS and browser versions

Ensure your team runs current browser versions for security, confirm mobile app compatibility for field suppliers, and verify integrations with document storage or procurement systems before deploying at scale.

Security and authentication elements for quote documents

Data Encryption: AES-256 at rest and TLS in transit
Audit Trail: Tamper-evident logs with timestamps
Access Controls: Role-based permissions and access policies
Multi-Factor Authentication: Optional SMS or authenticator apps
Digital Certificates: Certificate-based signature support
Regulatory Options: HIPAA and FERPA support available

Practical examples of quote workflows in industry

Two brief scenarios illustrate how digital quoting streamlines purchasing across different sectors.

Construction Procurement

A general contractor circulates a detailed RFQ with drawings and schedules to three subcontractors.

  • Vendors submit time-stamped, itemized quotes through secure forms.
  • The contractor compares unit rates and lead times in a single dashboard.

Resulting in faster bid evaluation and clearer cost allocation for the project budget.

Healthcare Supplies

A hospital purchasing team requests quotes for critical supplies with compliance checklists attached.

  • Suppliers return certified quotations with authentication and delivery SLAs.
  • The team cross-checks certifications and pricing before approval.

Leading to compliant vendor selection and documented justification for audits.

Best practices for secure, accurate quote collection

Follow these proven steps to get consistent, auditable quotes while minimizing risk and administrative overhead.

Standardize RFQ Templates and Fields
Design RFQ templates that enforce required fields, include clear product or service specifications, and provide unambiguous pricing formats. Standardization reduces follow-up questions, prevents incomplete responses, and makes comparison straightforward across multiple vendors.
Require Explicit Acceptance Terms and Deadlines
State response deadlines, validity periods for quotes, and any conditions affecting pricing or delivery. Clear acceptance criteria and expiration dates reduce ambiguity and make award decisions defensible during procurement reviews or audits.
Authenticate Suppliers Appropriately
Use email verification for routine purchases and stronger authentication such as SMS or certificate-based signatures for high-value or regulated procurements. Record the method used for each submission in the audit log for compliance needs.
Maintain Centralized Storage and Retention Policies
Store signed quotes and associated metadata in a secure, centralized repository with defined retention schedules and backup procedures to support legal discovery, audits, and internal reporting while reducing reliance on local files or email chains.
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FAQs about how to get quotes for purchasing

Answers to common questions about issuing, collecting, and validating supplier quotes in a digital workflow.

Quick capability comparison for eSignature vendors used in procurement

A concise feature table comparing common capabilities relevant to sourcing and quote collection in the United States.

Criteria signNow (Recommended) DocuSign Adobe Sign
eSignature Legal Validity ESIGN/UETA ESIGN/UETA ESIGN/UETA
API Access REST API REST API REST API
Bulk Send Capability Limited
Mobile App Availability iOS/Android iOS/Android iOS/Android
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Document retention and backup timeline recommendations

Establish clear retention and backup rules for quote documents to support audits and procurement governance.

Minimum Retention Period:

Seven years

Backup Frequency for Signed Files:

Daily incremental backups

Audit Log Preservation Period:

Same as document retention

Contract Expiration Reminder Window:

90 days before expiry

Secure Offsite Archive Frequency:

Monthly

Risks and potential penalties from weak quoting processes

Noncompliance Fines: Regulatory penalties
Contract Disputes: Litigation exposure
Data Breach: Notification costs
Reputational Harm: Customer distrust
Procurement Delays: Project hold-ups
Invalid Contracts: Enforceability issues

Pricing snapshot across popular eSignature providers

High-level pricing and feature availability to help procurement teams compare initial costs and common plan differences.

Pricing Factors signNow (Recommended) DocuSign Adobe Sign HelloSign PandaDoc
Starting Monthly Cost $8 per user $10 per user $9 per user $15 per user $19 per user
Per-User Model Seat-based plans Seat-based plans Seat-based plans Seat-based plans Seat-based plans
Bulk Send Cost Included in plans Add-on fee Included in plans Limited functionality Add-on fee
Advanced Workflow Availability Included Included Included Basic workflows Included
API Rate or Limits Varies by plan Tiered limits Tiered limits Lower limits Tiered limits
Free Trial Availability Yes Yes Yes Yes Yes
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