What if a price changes after approval?

Document the change in an amendment or revised submission, include rationale and approvals, and archive the prior version; maintain the audit trail to show the sequence of approvals and dates.

Can electronic signatures make the submission legally binding?

Yes when the requirements of the ESIGN Act (15 U.S.C. ch. 96) and UETA (where adopted) are met: intent, consent, attribution, and record retention. Some document types are excluded from e-signature treatment.

Are notarization or witnesses needed?

Most pricing submissions do not require notarization, but related legal instruments (deeds, certain powers of attorney) may. Check state notary and witness rules when submissions attach legal instruments.

How should confidential pricing be protected?

Restrict access via role-based permissions, encrypt data at rest and in transit, and record a detailed audit trail. Consider watermarking shared PDFs and marking attachments as confidential.

What formats should be archived?

Archive a final PDF/A or system-generated signed PDF plus a copy of the raw source (DOCX or spreadsheet) and the platform audit trail for reproducibility.

How long must I retain the records?

Follow the most stringent applicable rule: IRS minimums (IRC §6501(a)), industry rules like HIPAA (45 CFR §164.530(j)), and any state-specific retention periods.

Electronic Signature
Templates
Miscellaneous
Business Pricing Submission

Business Pricing Submission

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS PRICING SUBMISSION

THIS BUSINESS PRICING SUBMISSION is made as of by and between Client Name: and Vendor Name: .

WHEREAS

WHEREAS, Client seeks a proposal for the goods and services described in this Pricing Submission and has invited Vendor to propose pricing and terms for the performance of such work; and

WHEREAS, Vendor represents that the pricing, descriptions and timelines provided in this Submission are accurate as of the Submission Date and are offered subject to the terms set forth herein.

SCOPE OF WORK

Detailed Scope

PRICING DETAILS

This section sets forth the itemized pricing upon which Vendor bases the Payment Terms. Quantities and unit prices stated below are firm for the Validity Period unless otherwise indicated.

Item 1 Description Quantity

Unit Price Line Total

Item 2 Description Quantity

Unit Price Line Total

Item 3 Description Quantity

Unit Price Line Total

Subtotal Tax / Other Charges (describe) Total Contract Price Pricing Type Fixed Price Estimated / Not-to-Exceed

PAYMENT TERMS

Vendor shall invoice Client in accordance with the schedule below. Unless otherwise stated, all amounts are payable in lawful currency of the transaction and are exclusive of taxes unless specified.

Payment Schedule / Milestones Invoice Submission Instructions Payment Terms (Net Days) Late Fee

TERM AND TERMINATION

The obligations set forth in this Submission shall commence on the Start Date and continue until the End Date or until all obligations are fulfilled or terminated under the terms below.

Start Date: End Date:

Termination Notice Period (days)

Either party may terminate for material breach if the breaching party fails to cure within the notice period specified above. Termination shall not relieve Client of its obligation to pay for services performed and expenses incurred through the effective date of termination.

CONFIDENTIALITY

Each party agrees to hold Confidential Information of the other party in strict confidence and to use such information only for the performance and evaluation of this Submission. Confidential Information does not include information which is: (i) already known without obligation of confidentiality; (ii) publicly known through no wrongful act of the receiving party; (iii) rightfully received from a third party without restriction; or (iv) independently developed without use of the disclosing party's Confidential Information.

The obligations of confidentiality shall survive for a period of three (3) years from the later of the Submission Date or termination of any resulting agreement, unless otherwise required by applicable law, in which case the recipient shall provide prompt written notice and cooperate in seeking confidential treatment.

GOVERNING LAW

This Pricing Submission shall be governed by and construed in accordance with the laws of the jurisdiction identified below, without regard to its conflicts of law principles.

Governing Law (State / Province)

ENTIRE AGREEMENT

This Pricing Submission constitutes the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all prior proposals, communications and agreements, whether written or oral. Any modification must be in writing and signed by authorized representatives of both parties.

VALIDITY

Pricing Valid For (days)

ADDITIONAL TERMS

Special Conditions / Exceptions

By signing below, each party certifies that it has authority to bind the entity identified and that the pricing and terms set forth in this Submission are accurate to the best of its knowledge. Acceptance of this Pricing Submission by Client may be evidenced by signature of an authorized representative below or by issuance of a purchase order that references this Submission.

Vendor Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

What a Business Pricing Submission Is

A Business Pricing Submission is a formal document used by a company to propose, record, or request approval for pricing for goods or services. It typically summarizes proposed rates, volume discounts, terms, assumptions, and any supporting cost data that justify the price. The submission can be internal (for procurement or finance approval) or external (sent to a client or partner as a priced proposal). Accurate submissions reduce negotiation friction, support auditability, and provide a clear basis for contract formation and invoicing.

Why a Clear Pricing Submission Matters

A concise, well-documented Business Pricing Submission establishes the factual basis for pricing decisions, preserves audit trails, and reduces misinterpretation during contracting and procurement.

Who Typically Prepares and Reviews These Submissions

Teams that prepare or review pricing submissions vary by organization but typically include finance, sales, procurement, and legal.

Finance and FP&A — review cost build-ups, margins, and approval thresholds.
Sales and Account Management — adapt pricing to client terms and competitive positioning.
Procurement and Sourcing — evaluate supplier pricing, discounts, and volume commitments.

The exact mix of reviewers depends on contract value, regulatory requirements, and internal approval workflows.

Representative Signatories and Approvers

Chief Financial Officer

The CFO (or delegated finance officer) typically certifies the pricing submission for accuracy, margin compliance, and alignment with company financial policy; this role is responsible for final sign-off on high-value proposals.

Procurement Director

The Procurement Director or Sourcing Manager assesses supplier-facing pricing submissions for market competitiveness, contractual terms, and compliance with procurement policies; they often approve supplier discounts and volume commitments.

Essential Compliance and Security Elements

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Signed event log with timestamps

Access Controls: Role-based permissions

BAA Availability: HIPAA requires a BAA

Authentication: Email, SMS, or stronger MFA

Retention: Tamper-evident archival

Key Risks and Potential Consequences

Pricing Errors: Incorrect totals may void offers

Missing Approvals: Contract unenforceability risk

Noncompliance: Regulatory penalties possible

Data Exposure: Confidentiality breaches

Audit Failures: Failed internal controls

Late Submission: Missed contract windows

Common Preparation Pitfalls to Avoid

Relying on outdated cost inputs that do not reflect current supplier quotes or currency fluctuations, which leads to inaccurate margins and rework.
Omitting conditional pricing elements such as volume breaks, renewal escalators, or service-level credits that materially change the effective price.
Failing to attach supporting documentation—quotes, tax treatment notes, or regulatory approvals—so reviewers cannot verify assumptions quickly.
Not aligning the submission with the customer contract template or procurement terms, creating downstream negotiation delays and legal redlines.

Real-World Examples of Business Pricing Submissions

Two practical examples show how organizations use pricing submissions to accelerate approvals and document justification.

Martin Properties — Lease Pricing

Their regional leasing team prepared a standardized pricing submission for tenant fit-out charges including detailed cost schedules and margins.

This reduced review cycles by establishing a single source of truth.
The submission included attachments for subcontractor quotes and was signed by finance and legal, enabling faster lease execution and clearer invoicing terms.

Fertility Centers of Illinois — Service Bundles

The clinical operations group submitted bundled pricing for new service packages with explicit cancellation and refund terms.

A clear breakdown of unit costs and compliance checks followed.
Senior management used the submission to approve pilot pricing, and the documented assumptions simplified transition to a permanent rate card after the pilot concluded.

Step-by-Step: Completing the Pricing Submission

Follow a predictable sequence to assemble a complete, auditable submission for internal or external review.

01

Gather Inputs: Collect supplier quotes and cost sheets.
02

Calculate Costs: Compute direct, indirect, and margin.
03

Document Assumptions: List scope, exclusions, and duration.
04

Route for Approval: Send to finance, legal, procurement.

How Electronic Submission and Routing Typically Work

Most organizations use an electronic workflow to standardize submissions, reduce manual handoffs, and record approvals.

Upload Document: Add the completed submission file to the system.
Place Review Fields: Add sign, approve, and comment fields.
Assign Reviewers: Define role-based reviewers and order.
Capture Audit Trail: System logs timestamps and actions.

Core Elements of a Professional Submission

Ensure each submission includes these six elements to support decision-making and downstream contracting.

Executive Summary

Provide a short overview stating the proposed price, the rationale, and financial impact so reviewers can quickly assess the request without reviewing attachments.

Detailed Cost Build

Include itemized direct and indirect costs, labor rates, overhead allocations, and any amortized capital or tooling expenses used to calculate the proposed price.

Assumptions & Exclusions

List explicit assumptions, scope boundaries, performance conditions, and exclusions that affect price validity and renewal or extension triggers.

Risk & Mitigation

Describe price risks such as commodity exposure, FX volatility, or supplier lead times and explain planned mitigation or pass-through mechanisms.

Approval Matrix

Attach a clear approval table showing required signatories, thresholds, delegates, and any legal or compliance sign-offs needed before contract execution.

Supporting Documentation

Attach supplier quotes, historical pricing, benchmarking data, and any regulatory or tax references that substantiate the pricing calculations.

Best Practices for Clear and Efficient Submissions

Adopt standardized templates and consistent naming to speed review and reduce errors.

Use a Template

Standard templates ensure required fields are completed and reduce back-and-forth; they also simplify archiving and retrieval during audits.

Version Control

Maintain a clear version history and label each iteration to avoid confusion about which proposal is current or approved.

Attach Evidence

Attach supplier quotes, tax guidance, and cost models so reviewers can verify assumptions without requesting additional materials.

Timebox Reviews

Set explicit review SLAs to prevent delays; large or complex submissions should include a pre-review checklist to speed approvals.

Typical Electronic Workflow Settings for Submission Routing

Configure routing rules and fields to reflect organizational approval thresholds and audit requirements.

Field	Configuration
Approval Order	Sequential or parallel reviewers
Authentication	Email link, SMS code, or MFA
Retention Policy	Auto-archive after approval
Notifications	Email reminders and escalation

Technical Considerations for eSubmission

Select a platform that supports your integrations, authentication needs, and retention requirements.

Integrations: Salesforce, NetSuite, Google Workspace
Formats: PDF, DOCX, HTML, Excel
Auth Options: Email, SMS, KBA, SSO

Ensure the platform logs an audit trail, supports export to archival formats, and meets any industry-specific compliance (for example HIPAA or 21 CFR Part 11).

Typical Timing and Internal Deadlines

Define clear internal deadlines to align stakeholders and meet external contracting windows.

Initial Draft Due:

3–5 business days from request

Internal Review Window:

2–7 business days depending on complexity

Final Approval Target:

Within 10 business days for standard requests

External Proposal Deadline:

Per RFP schedule or client requirement

Documentation Archive:

Archive within 24 hours of approval

eSignature Vendor Pricing Comparison Relevant to Submissions

Comparison of common vendor price points and key feature availability to inform platform selection for processing Business Pricing Submissions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Business Pricing Submissions

Answers to common questions about preparing, submitting, and securing Business Pricing Submissions in an electronic workflow.

Need help? Contact support

What if a price changes after approval?
Document the change in an amendment or revised submission, include rationale and approvals, and archive the prior version; maintain the audit trail to show the sequence of approvals and dates.
Can electronic signatures make the submission legally binding?
Yes when the requirements of the ESIGN Act (15 U.S.C. ch. 96) and UETA (where adopted) are met: intent, consent, attribution, and record retention. Some document types are excluded from e-signature treatment.
Are notarization or witnesses needed?
Most pricing submissions do not require notarization, but related legal instruments (deeds, certain powers of attorney) may. Check state notary and witness rules when submissions attach legal instruments.
How should confidential pricing be protected?
Restrict access via role-based permissions, encrypt data at rest and in transit, and record a detailed audit trail. Consider watermarking shared PDFs and marking attachments as confidential.
What formats should be archived?
Archive a final PDF/A or system-generated signed PDF plus a copy of the raw source (DOCX or spreadsheet) and the platform audit trail for reproducibility.
How long must I retain the records?
Follow the most stringent applicable rule: IRS minimums (IRC §6501(a)), industry rules like HIPAA (45 CFR §164.530(j)), and any state-specific retention periods.

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