How do you create an insertion order?

Start in your advertiser, navigate to Campaigns in the left menu, then select an existing campaign or create a new one. Note you can't create new insertion orders in the system generated campaign. In your campaign, click the New insertion order button. Choose an insertion order type:

Is an insertion order an invoice?

Insertion order is an agreement containing the details of the inventory to ensure the ad proposal is processed. It guarantees that the advertiser can run ads on publisher's inventory. It is the last step in the inventory selling process issued by advertiser, agency, or publisher.

What is insertion order in dv360?

An insertion order is a document containing a set of line items that are related to the same advertising campaign. Insertion orders may optionally contain frequency caps, pacing settings, partner costs, and default targeting criteria for line items.

What is insertion order?

An Insertion Order is a purchase order issued between a seller of advertising and a buyer (usually via an advertising agency or media representative), and is typically the last step in the ad proposal process.

What is an IO in media?

\u201cIO\u201d means a mutually agreed insertion order that incorporates these Terms, under which Media Company will deliver Ads on Sites for the benefit of Agency or Advertiser. \u201cMedia Company\u201d means the publisher listed on the applicable IO.

What does insertion order mean?

An insertion order is the final step in the ad proposal process; when an insertion order is signed, it represents a commitment from an advertiser (or their agency) to run a campaign on a publisher's site(s).

What is an IO agreement?

An insertion order (IO) is exactly what it sounds like. It's an agreed-upon order given by an advertiser (or their agency) for an advertisement to be inserted on a publisher's site(s).

What is an IO contract?

The IO contract, which stands for Insertion Order is the final step in the ad proposal process, the IO contract represents a commitment from an advertiser to run a campaign with a publisher or partner.

Electronic Signature
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Sign Insertion Order Template for Compliance

Sign Insertion Order Template for Secure Transactions

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What a sign insertion order template is and why it matters

A sign insertion order template is a reusable electronic document that standardizes the terms and signature workflow for insertion orders between advertisers, agencies, and publishers. Templates capture pricing, dates, placement details, and signature roles so the same structure can be reused across campaigns, reducing manual entry and ensuring consistency. When implemented in an eSignature platform such as signNow, templates can include prefilled fields, conditional logic, and automated reminders while maintaining an audit trail and legal evidence of execution under ESIGN and UETA in the United States.

Legal validity and compliance for electronic insertion orders

Under U.S. law, electronic signatures executed via compliant platforms meet legal requirements when they satisfy ESIGN and UETA standards; platforms should preserve intent, consent, and an audit trail. For regulated data, select vendors that support HIPAA or FERPA controls and maintain relevant security certifications to align with organizational compliance policies.

Essential features for effective insertion order templates

Templates for insertion orders perform best when paired with tools that automate population, enforce roles, and track execution end-to-end.

Template Library

Central storage for approved IO templates that enforces consistent language and prevents unauthorized local edits while allowing controlled updates and versioning when contractual terms change.

Merge Fields

Automated population of advertiser, campaign, and rate data from CSVs or CRM records to reduce manual entry and prevent data entry errors during template use.

Conditional Logic

Show or hide sections for optional line items, discounts, or placement-specific clauses so a single template adapts to multiple campaign types without creating new documents.

Bulk Send

Send the same insertion order to multiple counterparts with individualized data sets, enabling campaigns to be executed at scale while preserving unique audit records for each recipient.

Audit Trail

Comprehensive event logging including timestamps, IP addresses, and user actions so each executed IO has verifiable proof of consent and sequence of events.

Third-party Integrations

Connect templates to CRM, ad ops systems, and cloud storage to automate template creation, prefill critical fields, and archive executed insertion orders automatically.

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Integrations and customizable templates for insertion orders

Connect templates to common tools and customize fields to integrate insertion order workflows with existing systems.

Google Docs integration

Import text from Google Docs to create templates, or export completed insertion orders to Drive for centralized storage and collaboration across teams while preserving document fidelity.

CRM connectors

Sync fields from Salesforce or other CRMs to auto-fill advertiser and campaign data in insertion order templates, reducing manual entry and ensuring data consistency across sales and ad ops.

Dropbox and cloud storage

Automatically archive executed insertion orders to Dropbox or other cloud storage providers to integrate with existing document retention and backup processes.

Template editor

Use a visual template editor to add fields, conditional sections, and signer roles so insertion order templates are tailored to campaign types without code.

How online sign insertion order templates work in practice

A template streamlines preparation, delivery, and signing so teams can execute insertion orders consistently and quickly.

Create Template: Design a master IO with fixed language and variable fields.
Prefill Data: Use merge fields or CSV import to populate campaign specifics.
Route for Signature: Set signing order and authentication for each recipient.
Complete & Archive: Capture signatures, generate final PDF, and store the executed IO.

Collect signatures

24x

faster

Reduce costs by

$30

per document

Save up to

40h

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Quick setup: Build a reusable insertion order template

Follow these core steps to create a sign insertion order template that can be reused across contracts and campaigns.

01

Prepare IO: Collect standard terms, rates, and placement details for the template.
02

Upload document: Import the master insertion order into signNow or another eSignature tool.
03

Add fields: Place signature, initials, dates, and data fields for dynamic content.
04

Assign roles: Define signer order, recipient roles, and authentication requirements.

Managing audit trails for sign insertion order templates

Maintain an audit record for each executed insertion order to preserve legal evidence and support recordkeeping requirements.

01

Enable Audit Trail:

Activate detailed event logging

02

Capture Events:

Record signatures, views, and email deliveries

03

Export Logs:

Download CSV or PDF reports

04

Retention Policy:

Apply organization retention rules

05

Review Signatures:

Verify signer identity and timestamps

06

Dispute Support:

Provide audit record for resolution

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Typical automation and workflow settings for insertion order templates

Configure these settings to automate routing, reminders, and data population for insertion order templates.

Setting Name	Configuration
Reminder Frequency	48 hours
Signing Order Enforcement	Sequential
Template Auto-fill Source	CRM merge
Expiration Period	14 days
Notification Recipients	Sender and admin

Using a sign insertion order template on different devices

sign insertion order templates can be created and completed on desktop browsers, tablets, and mobile devices with compatible apps and browsers.

Desktop browsers: Chrome, Edge, Safari supported
Mobile apps: iOS and Android native apps
Tablet support: Touch signing and field placement

For best results, use the latest browser versions or the signNow mobile app to ensure field rendering, two-factor prompts, and audit logging function correctly across platforms and maintain legal evidence of signature events.

Security safeguards for insertion order templates

Data encryption: AES-256 at rest

Transport security: TLS 1.2+ in transit

Access controls: Role-based permissions

Authentication: Two-factor option

Tamper evidence: Document seals and checks

Audit logging: Immutable event records

Industry examples: Using insertion order templates

Two common use cases show how insertion order templates improve speed and accuracy across advertising and media operations.

Digital advertising agency

An agency uses a single insertion order template to execute hundreds of campaign buy contracts with local publishers, standardizing CPM rates and placement terms

Automated merge fields populate advertiser and campaign-specific data for each send
Standard reminders and sequential signing reduce delays in execution

Resulting in faster campaign start dates, fewer negotiation errors, and a consistent audit trail for billing and reconciliation.

Publisher sales team

A publisher sales team implements a template to streamline commitments for sponsored content and cross-platform placements, reducing manual edits

Conditional sections cover optional audience targeting and add-on fees
Integrated cloud storage archives each executed IO for finance and legal

Leading to cleaner revenue recognition, faster invoice issuance, and an auditable record for downstream reporting and compliance.

Best practices for secure, accurate insertion order templates

Follow consistent template standards and controls to reduce errors and maintain legal defensibility for executed insertion orders.

Clear field naming and instructions

Use explicit labels and helper text for each field so signers understand what to enter; this reduces misfilled rates and clarifies obligations in the executed IO.

Version control and approval workflow

Require template changes to pass an approval workflow and maintain version history to ensure only approved contract language is used in live insertion orders.

Standardize signer authentication

Define the authentication method per role—email link, SMS code, or ID check—to balance signer convenience and transactional risk while ensuring enforceable identity proof.

Review audit trails regularly

Periodically check execution logs and retention schedules to confirm audit data completeness, spot anomalies, and prepare documentation for audits or disputes.

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FAQs About sign insertion order template

Common questions about preparing, executing, and storing insertion order templates, with practical answers focused on compliance and reliability.

How do I prepare an insertion order template?
Draft the master insertion order with fixed clauses and clearly labeled variable fields, then upload it to your eSignature platform and define roles, authentication, and any conditional sections to cover optional items.
Are electronic insertion orders legally binding?
Yes. In the United States, properly executed electronic signatures that meet ESIGN and UETA requirements are legally enforceable, provided intent to sign and consent to do business electronically are preserved and an audit trail is maintained.
Can I edit a template after a signature is applied?
No. Once an insertion order is executed, the signed document should remain immutable. To change terms, create an amendment or a new insertion order template and obtain fresh signatures to reflect agreed changes.
What authentication methods should I use?
Select authentication based on transaction risk: email verification for low-risk IOs, SMS or knowledge-based checks for higher-risk deals, and ID verification if additional identity assurance is required.
How long should I retain signed insertion orders?
Retention depends on business and legal requirements; maintain executed IOs for the duration required by accounting, contract law, and any regulatory obligations, and apply a documented retention schedule.
How do I handle disputes over executed IOs?
Provide the immutable signed document and the platform audit trail showing timestamps, signer actions, and authentication events; these records support resolution and demonstrate execution integrity.

Digital versus paper: feature availability comparison

Compare common capabilities across eSignature providers to understand how digital insertion order templates differ from traditional paper processes.

eSignature vendor feature comparison table	signNow (Recommended)	DocuSign	Adobe Sign
ESIGN/UETA Compliance
Bulk Send capability			Limited
Native mobile apps
Prebuilt CRM integrations	Salesforce, Google	Salesforce only	Salesforce, Microsoft

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Cloud storage, backup, and retention for executed insertion orders

Define storage locations and retention durations to meet accounting and legal obligations for insertion orders.

Standard retention period:

Seven years retention recommended

Short-term access window:

Active contracts accessible 90 days

Backup frequency:

Daily backups maintained offsite

Legal hold process:

Suspend deletion when required

Encryption in storage:

Encrypted backups with access control

Feature and plan comparison across eSignature providers

Compare common plan names, availability, and core capabilities to understand which vendor tier aligns with insertion order template needs.

Pricing and plan comparison across vendors	signNow (Recommended)	DocuSign	Adobe Sign	Dropbox Sign	HelloSign
Entry-level plan name	Business (Recommended)	Standard	Individual	Standard	Essentials
Popular mid-tier plan name	Business Premium	Business Pro	Business	Business	Business
Enterprise offering	Enterprise	Enterprise	Enterprise	Advanced Business	Enterprise
Free trial availability	Yes	Yes	Yes	Yes	Yes
API access included	Yes, via add-on	Limited	Yes	Limited	Yes, paid
Monthly starting price	Starts around $8/user/mo	Starts around $25/user/mo	Starts around $24.99/user/mo	Starts around $15/user/mo	Starts around $15/user/mo

Simplify complicated workflows

Prepare, execute, and control workflows of any complexity, digitally from almost anywhere. Scalable eSignature capabilities ensure you can share contracts with the right users the right sequence and define roles for every recipient. Stream document workflows faster and simpler than ever before.

Automate document managing

Improve complicated signing procedures with airSlate SignNowï¿½s highly effective tools to improve your operation. Take control of your automated signature workflows to guarantee they're operating at top functionality with immediate notifications and reminders.

Optimize in team communication

Join teams together in a protected, shared environment. Handle paperwork, use form templates and notifications to deliver more efficient cross-organization communication. Relieve your workers from having to spend time on repetitive activities so that they can give attention to beneficial, business-critical projects.

Integrate into your existing systems

Work your assignments with market-leading integration. Assemble Salesforce, Microsoft Teams, and SharePoint in one business stream. Link up your software to a single system for unlimited opportunities and more productivity.

Stay compliant with industry-leading data protection

Feel safe with the knowledge that your information remains secure by the latest in encryption security. airSlate SignNow is GDPR and eIDAS certified and gives you awareness into your signing experience with court-admissible audit trails. Configure user access permissions and rights to regulate who has access to what.

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