Is an electronic signature legally valid?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is rarely required for quotation approvals unless local law or contract terms demand it; verify statute or contract language when a notary is specified.

What if the approver’s name differs from vendor records?

Mismatched names can delay payment; correct legal names on the form and vendor records, and attach identification or vendor onboarding documents as needed.

How can I change a signed approval?

A signed record should not be altered; instead, execute an amendment or superseding approval referencing the original quote and retain both records for audit.

How long must I retain signed forms?

Retention depends on the document purpose: follow IRS minimums (IRC §6501(a)) and industry rules such as HIPAA (45 CFR §164.530(j)) where applicable.

How do I revoke or cancel an approval?

Document the revocation in writing with new approval or corrective form signed by authorized personnel and store it with the original for audit and dispute resolution.

Electronic Signature
Templates
Miscellaneous
Quotation Approval Form

Quotation Approval Form

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

QUOTATION APPROVAL FORM

Parties and Quotation Identification

This Quotation Approval Form ("Approval") is entered into by and between:

Client Name Vendor Name

WHEREAS: Vendor submitted Quotation Number dated setting forth the goods and/or services and the proposed prices; and

WHEREAS: Client desires to accept the Quotation subject to the terms and conditions set forth in this Approval, and Vendor agrees to supply the goods and/or perform the services in accordance with the accepted Quotation.

Scope of Work

Detailed Scope of Work (as accepted)

Itemized Quotation

List the principal items from the accepted Quotation. Totals below must reconcile with Payment Terms.

Item Description	Quantity	Unit Price	Line Total

Total Quotation Amount

Payment Terms

The Client agrees to pay Vendor the Total Quotation Amount in accordance with the following terms. Invoices will reference Quotation Number and shall be payable in the currency stated on the invoice.

Payment Schedule Invoice Due (days) Late Payment Fee

Term and Termination

This Approval becomes effective on the Start Date and continues until the End Date unless earlier terminated in accordance with this section.

Start Date End Date Termination Notice Period (days)

Either party may terminate this Approval for material breach if the breaching party fails to cure such breach within the notice period above. Termination shall not relieve Client of payment obligations for work completed or goods delivered prior to termination.

Confidentiality

Each party shall hold in confidence and shall not disclose to any third party any Confidential Information disclosed by the other party in connection with this Quotation and the resulting work. Confidential Information excludes information that: (a) is or becomes public through no breach of this Agreement; (b) is rightfully received from a third party without restriction; or (c) is independently developed without use of Confidential Information.

Additional Confidentiality Terms (optional)

Governing Law and Entire Agreement

This Approval shall be governed by and construed in accordance with the laws of the state or jurisdiction specified below without regard to principles of conflicts of law.

Governing Law (State/Jurisdiction)

This Approval, together with the accepted Quotation and any incorporated documents, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior proposals, negotiations and agreements, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Approvals

By checking the box below and signing, the undersigned representative certifies that they are authorized to approve the Quotation on behalf of the named party and that the information in this Approval is accurate and binding.

I hereby approve the Quotation as described in this Approval and authorize the Vendor to proceed.

Approval Reference / Internal PO (if applicable)

Client:

By:

Date:

Vendor:

By:

Date:

What the Quotation Approval Form Is and When It’s Used

A Quotation Approval Form documents formal acceptance of a supplier’s price proposal and authorizes the purchase or escalation to contracting. It records the quoted price, scope, validity period, approver identity, and any conditions required before order placement. Organizations use it to centralize approvals, create an auditable record of pricing decisions, and reduce disputes between procurement, sales, and finance. The form can be an internal approval routing sheet, an attachment to a purchase order, or an electronic workflow that collects signatures and timestamps for audit purposes.

Why a Formal Quotation Approval Form Matters

A standardized approval form reduces pricing errors, ensures internal control over spend, and creates evidence of authorization for auditors and stakeholders. It clarifies who approved what, when, and under which terms.

Typical Teams That Complete or Review This Form

Procurement, sales managers, finance staff, and project leads routinely prepare or review quotation approvals to keep purchasing compliant and timely.

Procurement: Validates supplier compliance, compares quotes, and triggers purchase orders after approval.
Sales Management: Confirms pricing, discount approvals, and client commitments before execution.
Finance / Accounts Payable: Verifies budget, coding, and payment terms; ensures fiscal controls.

Different organizations assign primary responsibility differently; the bullets list common role-based tasks to help allocate ownership.

Who Can Sign and Why Their Role Matters

Authorized Signatory

An employee with delegated procurement authority who can bind the company to the quoted terms. Document delegations of authority and approval limits in corporate policy to avoid invalid approvals.

Finance Officer

A finance representative who verifies budget availability and correct accounting codes; their countersignature confirms funds are available and that the purchase complies with internal controls.

Essential Data Fields to Include

Quote Number: Unique identifier

Supplier Name: Full legal name

Quoted Amount: Currency and figure

Effective Date: MM/DD/YYYY

Expiry Date: MM/DD/YYYY

Approver Name: Signer and title

Common Preparation Errors to Avoid

Omitting the quote expiry or effective date, which can lead to disputes about whether the quoted prices still apply.
Failing to record the approver’s title or delegation level, which can invalidate the approval for procurement policy or audit.
Leaving scope or deliverables vague, increasing the risk of change orders or cost overruns after purchase.
Not attaching supporting documents such as the original supplier quote, scope of work, or vendor terms.

Risks from Incomplete or Incorrect Approvals

Unauthorized Spend: May breach internal policy

Contract Disputes: Possible supplier disagreements

Invoice Rejections: Payments delayed or withheld

Audit Findings: Control weaknesses reported

Budget Overruns: Unexpected fiscal impact

Regulatory Noncompliance: Industry rules may be violated

Step-by-Step: Completing the Quotation Approval Form

Follow these steps to prepare, route, and secure authorization for a quotation before converting it into a purchase or contract.

01

Prepare: Attach supplier quote and define scope concisely.
02

Verify: Confirm pricing, discounts, and terms with procurement or sales.
03

Authorize: Route to approver by delegated limit for signature.
04

Record: Store signed form with PO and invoice for audit.

Where the Form Moves After Approval

Approved quotation forms typically feed transactional and recordkeeping processes; routes vary by organization but follow consistent handoffs.

Procurement System: Create purchase order or add approval note to existing PO.
Finance / AP: Match approval to invoice for payment processing.
Contracting: Convert approved quote into contract terms if required.
Records: Archive signed form and attachments for audits.

Key Parts of a Professional Quotation Approval Form

A complete form balances clarity and control: it identifies the quote, states the financial terms, captures approvals, and attaches supporting documents for traceability.

Header

Document title, unique quote approval number, and versioning to prevent duplicate approvals and to facilitate retrieval during procurement or audit reviews.

Supplier Details

Legal supplier name, contact person, and vendor code so finance can match invoices and verify vendor onboarding requirements before payment.

Pricing Summary

Line-item or total quoted price, currency, applicable taxes, discounts, and any conditional pricing that depends on volume, delivery, or acceptance criteria.

Scope & Deliverables

Concise description of goods or services, deliverable milestones, acceptance criteria, and any attachments such as the supplier’s original quote or technical spec.

Approval Block

Signed name, title, date, and delegated approval limit; include countersignatures if policy requires multiple levels for higher value transactions.

Audit Trail

Record of who created and routed the form, timestamps, changes, and stored attachments to provide evidence for audits and dispute resolution.

Standard Digital Workflow Settings for Electronic Approval

Configure the online workflow to enforce order, authentication, and retention for consistent, auditable approvals.

Field	Configuration
Signature Order	Parallel or sequential routing based on approval hierarchy
Authentication Method	Email link with optional SMS code or stronger MFA
Notifications	Automated reminders at configured intervals until signed
Record Retention	Store signed PDF and audit trail for required retention period

Digital Signing and Delivery Considerations

Choose a platform that supports secure eSignatures, audit trails, and integrations with your procurement and finance systems.

Supported Formats: PDF, Word DOCX, and Excel supported
Integrations: Connectors for ERP and CRM (Salesforce, NetSuite)
Authentication Options: Email, SMS, KBA, or SSO

Ensure the platform provides tamper-evident signed documents, searchable records, and compliance features such as audit logs and optional HIPAA support if handling protected health information.

Typical Timelines and Processing Expectations

Define and communicate service-level timelines for each stage: request, review, approval, and conversion to purchase order.

Request Submission Deadline:

Submit quote approval requests at least 48–72 hours before required decision date

Internal Review SLA:

Procurement or sales should respond within 2–3 business days for routine quotes

Approval SLA:

Approvers should sign within 3–5 business days depending on value and complexity

Quote Expiry:

Use vendor-provided expiry or set a standard 30-day internal expiry when unspecified

PO Conversion:

Convert approved quotations to purchase order within 1–2 business days

Key Milestones in the Quotation Approval Lifecycle

A numbered sequence helps operational teams monitor progress and enforce SLAs across departments.

01

1. Request Received

Intake and attach supplier quote for review

02

2. Validation

Verify price, scope, and budget availability

03

3. Approval Issued

Authorized signer signs and records the decision

04

4. Purchase Activation

Create PO and notify supplier to proceed

Authentication and Signing Steps for Secure Approval

Where stronger signer verification or notarization is required, follow these sequential steps to authenticate identity and capture evidence.

01

Identity Proofing

Collect email and verify via SMS code or corporate SSO

02

Document Review

Signer reads quote and attached scope before signing

03

Signature Capture

Signer applies e-signature with recorded timestamp

04

Multi-Factor Authentication

Optional: KBA or phone verification for higher-risk approvals

05

Notarization (if required)

Schedule an in-person or RON notarization session

06

Audit Trail Creation

System records IP, timestamp, and actions

07

Signed Copy Distribution

Automatically send PDF to all parties

08

Archive and Retain

Store signed record with attachments for retention period

eSignature Vendor Comparison for Quotation Approvals

Basic vendor pricing and capability differences for eSignature services used to route and sign quotation approvals; signNow appears first in the comparison below.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Quotation Approval Use

Two examples show how organizations use structured approvals to speed execution and maintain compliance.

Optica Ventures — COO

Optica standardized approvals across teams to reduce back-and-forth and accelerate signoff by linking quotes to projects.

Resulted in more consistent customer experience and fewer disputes.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Fertility Centers of Illinois — Founder

A healthcare provider used electronic approvals to manage supplier pricing and service contracts while meeting security requirements.

Improved workflow and auditability for clinical purchasing.
The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Best Practices for Accurate and Efficient Completion

Follow standardized procedures to reduce errors, speed approvals, and preserve legal evidence for procurement decisions.

Use a Template

Standardize a single internal template with required fields and attachments to reduce omission errors and speed reviewer understanding across teams.

Attach Supporting Docs

Always attach the supplier quote, scope, and any vendor terms to provide context and evidence during invoice matching and audits.

Enforce Delegations

Implement an approval matrix so signatures are automatically routed to the correct authority level for the quoted amount.

Record Audit Trails

Capture timestamps, signer identity, and change history in the digital record to support compliance and dispute resolution.

Frequently Asked Questions About Quotation Approval Forms

Answers to common operational and legal questions about preparing, signing, and storing quotation approvals.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is rarely required for quotation approvals unless local law or contract terms demand it; verify statute or contract language when a notary is specified.
What if the approver’s name differs from vendor records?
Mismatched names can delay payment; correct legal names on the form and vendor records, and attach identification or vendor onboarding documents as needed.
How can I change a signed approval?
A signed record should not be altered; instead, execute an amendment or superseding approval referencing the original quote and retain both records for audit.
How long must I retain signed forms?
Retention depends on the document purpose: follow IRS minimums (IRC §6501(a)) and industry rules such as HIPAA (45 CFR §164.530(j)) where applicable.
How do I revoke or cancel an approval?
Document the revocation in writing with new approval or corrective form signed by authorized personnel and store it with the original for audit and dispute resolution.

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