Is an electronic signature valid on a quote?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are generally legally enforceable provided intent, consent, attribution, and retention requirements are met.

When should a quote be notarized or witnessed?

Notarization is rarely needed for standard commercial quotes but may be required if the quote converts into an instrument that state law treats as a conveyance or if a client requests notarized acceptance; verify state notary rules.

Who can sign to accept a quote?

An authorized representative with delegated authority must sign. Companies should document internal approval matrices to ensure the signer has authority to bind the entity.

What happens after a client signs a quote?

The signed quote becomes evidence of the parties’ agreement and typically triggers invoicing, scheduling, and any contractual obligations specified in the document.

How should signed quotes be stored?

Retain signed copies in a secure system with tamper-evident storage and an audit trail. For healthcare-related documents ensure HIPAA-compliant storage and BAAs where required.

Can I change a quote after the client signs?

Any changes require mutual agreement. Issue an amendment or replacement quote and obtain new signatures; document version control to avoid disputes.

Electronic Signature
Templates
Miscellaneous
Business Proposal Quote

Business Proposal Quote

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

BUSINESS PROPOSAL QUOTE

Quote Number: Date Issued: Valid Until:

Proposer

Company Name Primary Contact Address

Phone

Email

Client

Client Name Primary Contact Address

Phone

Email

RECITALS

WHEREAS, Proposer is in the business of providing professional services related to ; and

WHEREAS, Client desires to engage Proposer on the terms set forth in this Proposal Quote for the performance of the services described below; and

WHEREAS, the parties intend this document to constitute a written quote and agreement for the scope and fees specified herein, subject to acceptance by Client.

SCOPE OF WORK

Proposer shall perform the services described below. The services shall include all labor, materials, equipment, and management necessary to complete the work in a professional manner consistent with industry standards.

Detailed Scope

ITEMIZED SERVICES & PRICING

Provide each line item, quantity, unit price and line total. Totals will be summed as the Proposed Total.

Item 1 — Description

Item 2 — Description

Item 3 — Description (optional)

Proposed Total

PAYMENT TERMS

Fees are due in accordance with the schedule below. All fees are exclusive of applicable taxes unless otherwise stated. Late payments shall accrue interest as set forth below.

Deposit (if applicable) Payment Schedule / Milestones

Late Payment

Late fee: on overdue balances, plus all collection costs, including reasonable attorneys' fees. Interest shall accrue monthly on past due amounts from the due date until paid.

TERM AND TERMINATION

This Quote and any resulting agreement shall commence on Start Date: and shall continue until End Date: or until completion of the services specified herein, unless earlier terminated in accordance with this section.

Either party may terminate for convenience upon days' written notice. Either party may terminate immediately for material breach if the breaching party fails to cure such breach within a reasonable cure period following written notice.

CONFIDENTIALITY

Each party shall keep confidential all non-public information disclosed by the other party that is designated as confidential or that, by its nature, should reasonably be considered confidential ("Confidential Information"). Confidential Information shall not include information that is publicly known, rightfully obtained from a third party, independently developed without reference to the other party's Confidential Information, or required to be disclosed by law provided notice is given to the disclosing party where lawful and practicable.

The receiving party shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but in no event less than a reasonable standard of care.

GOVERNING LAW

This Proposal Quote and any resulting agreement shall be governed by and construed in accordance with the laws of the state of , without regard to its conflict of laws rules.

ENTIRE AGREEMENT

This document, together with any attachments, exhibits, or schedules expressly incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous proposals, negotiations, representations and agreements, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

ACCEPTANCE

Client's signature below constitutes acceptance of this Proposal Quote in its entirety and agreement to the terms, scope and pricing contained herein. Acceptance may also be evidenced by email or written notice referencing the Quote Number above.

Proposer — Printed Name:

By:

Date:

Client — Printed Name:

By:

Date:

What a Business Proposal Quote Is and When it’s Used

A Business Proposal Quote is a written offer from a seller or service provider that outlines proposed goods or services, pricing, scope, timelines, and terms for a specific opportunity. It acts as a formal estimate that prospective clients use to compare vendors and to authorize work, often forming the basis of a subsequent contract or purchase order. For many projects the quote establishes expectations for deliverables, payment terms, and milestones and may include conditional items such as optional line items, taxes, or travel costs. Properly completed quotes reduce ambiguity and speed decision-making.

Why a Clear Quote Matters to Your Business

A precise Business Proposal Quote summarizes offer details, limits disputes, and enables faster approvals by giving clients a clear basis for comparison and budget planning.

Who Typically Prepares and Reviews a Business Proposal Quote

Different teams create and evaluate quotes depending on company size and transaction complexity.

Sales teams and account executives who convert leads and set commercial terms with prospective customers.
Project managers and estimators who scope work, calculate labor and materials, and set delivery schedules.
Procurement officers or finance reviewers who verify pricing, compliance, and payment terms before approval.

Final approval often requires signatory authority from finance or an executive based on the dollar value and company policy.

Essential Components to Include in Every Quote

A professional Business Proposal Quote should be concise, itemized, and legally clear so recipients can act without follow-up.

Cover Information

Company name, client name, contact details, quote number, and an issue date to ensure unique identification and traceability.

Scope

Clear description of goods or services, deliverables, exclusions, and any assumptions that affect price or timing to reduce misunderstandings.

Pricing

Itemized costs, unit pricing, discounts, taxes, and total. State whether prices are estimates, fixed, or subject to change.

Timeline

Start date, key milestones, delivery windows, and conditions that can alter schedule, such as client approvals or change orders.

Terms

Payment terms, invoicing schedule, late fees, warranty disclaimers, and termination rights to set contractual expectations.

Acceptance

Signature block, acceptance deadline, and instructions for how the client may approve the quote electronically or in writing.

Required Information to Make a Quote Enforceable

Quotation ID: Unique quote number

Effective Date: MM/DD/YYYY format

Parties: Full legal names

Deliverables: Clear scope summary

Pricing Total: Currency and amount

Signer Info: Name, title, contact

Step-by-Step: Filling Out and Issuing a Business Proposal Quote

Follow these steps in order to create a complete and consistent quote that can be tracked and accepted electronically.

01

Create Document: Draft quote with scope, pricing, and terms.
02

Review Internally: Have finance and project leads confirm pricing and feasibility.
03

Obtain Authorization: Get signatures from authorized approvers per company policy.
04

Send to Client: Deliver via secure email or eSignature platform and record transmission.

How to Configure an Online Quote Workflow

Set up a digital workflow that assigns fields, routes approvals, and captures a verifiable audit trail for each quote.

Field	Configuration
Signature Field	Require signer name, title, and date; enforce required field validation.
Conditional Items	Show optional line items only when selected to keep the form concise.
Approval Routing	Route to finance then executive for amounts above threshold.
Notifications	Enable email or SMS reminders for pending approvals.

Typical Delivery and Acceptance Flow for a Quote

A clear delivery and acceptance process shortens decision time and documents consent for each party.

Upload: Sender uploads the completed quote to the signing platform.
Prepare: Sender places fillable, initial, and signature fields.
Send: Platform emails signer a secure link or invite.
Complete: Signer reviews and signs; system records audit trail.

Sharing and eSubmission Options

Choose delivery channels that meet client access needs and legal requirements before sending a quote.

Email Delivery: Secure PDF attached or link to hosted document
eSignature Platform: Captures timestamp, IP, and audit trail
Integration: Connect to CRM or ERP for automated record-keeping

Use platforms that support PDF, DOCX, and API integrations (for example Salesforce, NetSuite, Google Workspace) to automate routing and storage.

Typical Timelines and Acceptance Deadlines

Quotes often include explicit validity windows and internal approval SLAs to manage expectations and protect pricing.

Quote Validity Period:

Commonly 30 days; state on quote to avoid price disputes.

Internal Review SLA:

Allow 2–5 business days for finance and legal review.

Client Decision Window:

Set an acceptance deadline aligned with validity period.

Delivery Milestones:

Define lead times and milestone dates for scheduling.

Change Requests:

Specify turnaround for revisions, typically 3–7 business days.

Common Mistakes to Avoid When Preparing a Quote

Leaving scope vague or omitting exclusions, which leads to scope creep or disputes following acceptance.
Failing to include acceptance instructions or an explicit signature block, causing uncertainty about how a client can approve the quote.
Using inconsistent pricing formats or failing to indicate currency, which can delay procurement and trigger renegotiation.
Neglecting internal approval thresholds so unauthorized staff issue quotes outside delegated authority and create liability.

Risks and Consequences of an Incorrect or Incomplete Quote

Contract Disputes: Ambiguity can produce costly litigation

Payment Delays: Missing terms can slow collections

Regulatory Exposure: Incorrect tax language may trigger reporting errors

Reputational Harm: Repeated errors reduce buyer confidence

Operational Delays: Unclear deliverables stall project start

Financial Loss: Underquoting may create unprofitable contracts

Comparison: eSignature Providers for Executing a Business Proposal Quote

Common selection criteria are starting price, bulk send support, audit trail capabilities, HIPAA compliance, and contractual limits on envelopes or invites.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Business Proposal Quotes

Answers address common questions on validity, eSigning, recordkeeping, and signer authority for quotes and their transition into contracts.

Need help? Contact support

Is an electronic signature valid on a quote?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are generally legally enforceable provided intent, consent, attribution, and retention requirements are met.
When should a quote be notarized or witnessed?
Notarization is rarely needed for standard commercial quotes but may be required if the quote converts into an instrument that state law treats as a conveyance or if a client requests notarized acceptance; verify state notary rules.
Who can sign to accept a quote?
An authorized representative with delegated authority must sign. Companies should document internal approval matrices to ensure the signer has authority to bind the entity.
What happens after a client signs a quote?
The signed quote becomes evidence of the parties’ agreement and typically triggers invoicing, scheduling, and any contractual obligations specified in the document.
How should signed quotes be stored?
Retain signed copies in a secure system with tamper-evident storage and an audit trail. For healthcare-related documents ensure HIPAA-compliant storage and BAAs where required.
Can I change a quote after the client signs?
Any changes require mutual agreement. Issue an amendment or replacement quote and obtain new signatures; document version control to avoid disputes.

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