Can the application be electronically signed?

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

What if the signer’s name differs from ID?

Document the discrepancy and obtain a business resolution or supporting ID. Significant name mismatches may prevent acceptance for tax or credit purposes.

Are notarization or witnesses required?

Typically no for sales applications, but certain states or agreement types may require notarization or witnesses—verify state law or contract-specific clauses.

How long should completed forms be retained?

Retain for the active account life plus at least three years; longer retention may apply for tax or HIPAA-related records per federal rules.

What authentication methods are acceptable?

Email link with audit trail is common; use SMS OTP, KBA, or SSO for higher-risk accounts to strengthen signer attribution.

How do I correct a submitted application?

If unsigned, edit the draft. If already signed, execute an amendment or replacement application and retain both versions with audit logs.

Electronic Signature
Templates
Sales
Sales Customer Application

Sales Customer Application

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

SALES CUSTOMER APPLICATION

Applicant Identification

Company / Legal Name Trade Name / DBA (if any)

Business Type Corporation LLC Partnership Sole Proprietorship Government

If Other, describe

Federal Tax ID / EIN:

State of Formation / Incorporation:

Year Business Established:

Number of Employees:

Billing & Shipping Addresses

Billing Address Shipping Address

Primary Contacts

Primary Contact Name

Title:

Phone:

Accounts Payable Contact

AP Phone:

AP Email:

Banking Reference

Bank Name

Account Number:

Bank Contact Phone:

Trade References (provide three)

Company	Contact	Account #	Phone	Email

Credit Terms Requested

Requested Credit Limit:

Preferred Payment Terms:

Purchase Order Requirement Purchase orders required Claim sales tax exemption

Initial Products / Services (Estimate)

Item	Description	Quantity	Unit Price	Total

Subtotal Taxes Shipping & Handling Order Total

Payment & Delivery Terms

Payment is due in accordance with the agreed payment terms. Unless otherwise agreed in writing, all invoices are payable in U.S. dollars within days from invoice date. Past due balances shall accrue interest at (or the maximum lawful rate), plus reasonable collection costs. Buyer shall provide purchase orders as required and accept deliveries via the selected shipping method. Risk of loss transfers to Buyer upon delivery to carrier unless otherwise agreed in writing.

Warranty; Returns; Limitation of Liability

Seller warrants that products will conform to Seller's standard specifications at time of shipment. Except for such express warranty, all products are sold AS IS and Seller DISCLAIMS all other warranties, express or implied, including merchantability and fitness for a particular purpose. Returns are subject to Seller's return authorization and restocking policies; unauthorized returns may be refused. Seller's liability for any claim, whether in contract, tort or otherwise, shall not exceed the purchase price of the goods giving rise to the claim. In no event shall Seller be liable for incidental, special, consequential, or punitive damages.

Security Interest & Credit Authorization

To secure payment of all obligations, Buyer grants Seller a security interest in the goods sold and all proceeds. Buyer authorizes Seller to obtain and exchange credit and trade information from references and credit bureaus and to file financing statements as may be necessary to protect Seller's security interest. Buyer certifies that the information provided herein is true, complete, and correct, and understands that Seller is relying on this information in extending credit.

Personal Guarantee (if required) Personal guarantee required by Seller

Return & Refund Policy

Returns are accepted only with prior written authorization. When authorized, returned merchandise must be in original condition and packaging. Restocking fees may apply. Refunds, if applicable, will be issued after inspection and in accordance with Seller's refund procedures.

Governing Law; Miscellaneous

This Application and any resulting sales shall be governed by the laws of the state selected by Seller in its acceptance. Venue for disputes shall be in state or federal court located in that state. Any amendment to credit terms must be in writing and signed by authorized representatives of both parties. If any provision is found unenforceable, the remaining provisions remain in full force.

Certification

The undersigned certifies that they are authorized to apply for credit on behalf of the applicant, that the information supplied is true and complete, and that Buyer will comply with the payment terms if credit is extended. Buyer understands that Seller may decline credit or require additional security at Seller's discretion.

Buyer — Applicant: Company

Printed Name:

By:

Date:

Seller: Authorized Representative

Printed Name:

By:

Date:

What the Sales Customer Application Is and when it’s used

A Sales Customer Application is a standardized business form used to collect a prospective customer’s identifying, billing, credit and authorization information prior to establishing an account or completing a sale. Typical fields include legal name, tax identification (TIN), billing and shipping addresses, payment terms, credit references, and consent to background or credit checks. In U.S. commerce this form is often executed electronically under ESIGN (15 U.S.C. ch. 96) or state UETA laws and stored as a record for onboarding, credit review, and compliance purposes. Electronic execution and audit logs preserve evidentiary value.

Why a clear Sales Customer Application matters

A complete application reduces onboarding friction, supports consistent credit and tax reporting, documents customer consent, and creates an auditable record for disputes or compliance reviews under ESIGN and UETA.

Who typically completes or reviews this application

Use role-based routing so each team receives the application version and fields relevant to their task before final signature.

Sales representatives — collect customer details and secure a signed application to confirm pricing, terms, and contact points.
Credit and finance teams — verify TINs, run credit checks, and approve payment terms before account activation.
Compliance and legal — confirm required disclosures, consumer-facing consent language, and retention obligations are present.

Who can sign and why their role matters

Sales Representative

A sales representative enters prospect information, explains payment and delivery terms, and usually initiates the signature request. Accurate entry at this stage avoids downstream disputes and delayed account activation.

Authorized Signer

An authorized signer is an officer or employee with legal authority to bind the buyer. Verification of authority and identity is essential to enforceability and to prevent claim disputes later.

Essential parts of a professional Sales Customer Application

A robust application groups identification, financial, legal, and consent elements so teams can process requests reliably and maintain an auditable record.

Customer Identity

Collect full legal name, DBA, entity type, and government ID details to match tax and credit records and prevent mismatches.

Contact Information

Include street address, mailing address, email, and phone for billing, delivery, and legal notices; avoid P.O. box-only entries for service of process.

Billing and Payment

Capture preferred payment method, credit terms requested, tax exemption status, and billing contact to speed invoicing and reconciliation.

Credit Authorization

Obtain explicit authorization to perform credit or background checks and list required references or documentation for credit review.

Terms and Disclosures

Present standard sales terms, privacy disclosures, and consumer-facing consent consistent with ESIGN-required disclosures where applicable.

Signature Block

Design separate signature and date fields for the authorized signer and witness/notary if required; record signer role and title.

Security and compliance features to include

In-transit encryption: TLS 1.2/1.3

At-rest encryption: AES-256

Audit trail: IP, timestamp, and action log

Access controls: Role-based permissions

Regulatory compliance: SOC 2 Type II, ISO 27001

Healthcare BAA: HIPAA available with BAA

Common risks and consequences of an incorrect application

Incorrect TIN: Triggers backup withholding, 24% rate

Missing signature: May render agreement unenforceable

Unauthorized signer: Contract may be voidable

Incomplete disclosures: ESIGN consumer disclosure violations

Data breach: Regulatory fines, reputational harm

Late tax reporting: 1099 penalties up to $330 per form

How to complete a Sales Customer Application — step by step

Follow these sequential steps to prepare, verify, and retain a properly executed application.

01

Prepare the template: Populate required fields and attach standard terms.
02

Collect customer data: Enter legal name, address, TIN, and payment info.
03

Verify identity: Confirm signer authority and run credit checks if needed.
04

Sign and store: Execute signature, capture audit trail, and save securely.

Typical eSubmission flow for electronic applications

Digital workflows generally follow a simple four-step pattern from sender to signed record.

Upload document: Sender uploads form and attachments to the signing platform.
Place fields: Add name, date, signature and conditional fields as required.
Send to signer: Dispatch by email or secure signing link with chosen authentication.
Complete and archive: Platform captures signature event and stores completed file with audit trail.

Key settings when configuring an online Sales Customer Application

Configure validation, authentication, and routing to match internal approval and compliance requirements.

Form Field Name and Purpose	Configuration and notes for each field; set validation rules.
Customer legal name (required)	Require exact match to government ID; auto-format capitalization.
Tax identification number (TIN)	Validate length and checksum where possible; require TIN type.
Payment terms and billing	Conditional display for net terms, card details, or ACH data.
Signer authentication method	Use email plus SMS OTP or KBA for higher-risk accounts.

Comparing eSignature vendors for Sales Customer Applications

Key vendor differences that affect cost, bulk sending, compliance, and trial availability. signNow is listed first per comparison guidelines.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Technical considerations for electronic distribution and signing

Match platform capabilities to your security and workflow needs, including API access and bulk-send support for volume.

File formats: PDF, DOCX, and HTML accepted
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Authentication options: Email link, SMS OTP, KBA, SSO (SAML)

Typical timelines and processing expectations

Set clear internal SLAs so customers and teams know when to expect each milestone during onboarding.

Application submission timeframe:

Submit at point of sale or upon request; no statutory deadline

Credit check period:

Allow 1–3 business days for third-party credit verification

Account activation:

Expect 2–7 business days after approval, depending on background checks

Delivery and billing start:

Starts on the effective date specified in the signed application

Tax document timing:

Provide W-9 upon payer request to avoid backup withholding

Best practices for accurate and efficient completion

Adopt consistent templates, verification steps, and retention policies to reduce errors and speed onboarding.

Standardize required fields

Use a single approved template to avoid missing information and enforce validation rules for key fields like TIN and address.

Verify signer authority

Confirm corporate signatory authority or obtain corporate resolutions for B2B signers when required to bind entities.

Enable conditional logic

Show only relevant fields based on responses to simplify the form and reduce entry errors for customers.

Keep an auditable trail

Capture timestamps, IP addresses, and authentication method to support enforceability and dispute resolution.

Real-world examples of Sales Customer Application use

These short examples show how organizations use the application to speed onboarding and improve compliance.

Optica Ventures LLC

Optica centralized customer intake to a single electronic form for all sales channels, reducing duplicate entry and manual follow-up.

The change cut processing steps and clarified required fields for sales reps.
Brian Fitzgibbons, COO, notes the interface is simple for both the team and customers, which reduced friction during onboarding and improved data accuracy across systems.

Martin Properties

A small property manager replaced paper forms with a signed electronic application to collect tenant billing and emergency contacts.

Mobile signing allowed on-site completion with tenants and contractors.
Tim Martin, Founder, reports the process enabled compliant mobile execution and consistent recordkeeping without in-person clerical bottlenecks.

Frequently asked questions about completing and submitting this application

Answers to common questions about signatures, identity, storage, and error correction when using electronic applications.

Need help? Contact support

Can the application be electronically signed?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
What if the signer’s name differs from ID?
Document the discrepancy and obtain a business resolution or supporting ID. Significant name mismatches may prevent acceptance for tax or credit purposes.
Are notarization or witnesses required?
Typically no for sales applications, but certain states or agreement types may require notarization or witnesses—verify state law or contract-specific clauses.
How long should completed forms be retained?
Retain for the active account life plus at least three years; longer retention may apply for tax or HIPAA-related records per federal rules.
What authentication methods are acceptable?
Email link with audit trail is common; use SMS OTP, KBA, or SSO for higher-risk accounts to strengthen signer attribution.
How do I correct a submitted application?
If unsigned, edit the draft. If already signed, execute an amendment or replacement application and retain both versions with audit logs.

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