Can the Sales Information Form be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are legally valid when the parties demonstrate intent, consent, attribution, and reliable record retention.

When is notarization required?

Notarization is rarely required for standard sales intake forms. If the form creates or conveys an interest in real property or is used with a legal instrument, obtain state-specific notary guidance.

How should I store signed forms?

Store signed PDFs and audit trails in a secure records system with access controls and immutable logs; retain according to IRS and industry retention standards.

What happens if data is incorrect after submission?

Correct material errors via an amendment or replacement form signed by authorized parties; retain both versions for audit and compliance purposes.

Are there privacy rules to consider?

Yes. If the form collects health or education information, follow HIPAA or FERPA requirements and include necessary consent language and BAAs as applicable.

How do I verify signer identity?

Use authentication appropriate to risk: email or SMS for low risk, multi-factor or identity-proofing for high-value transactions and regulated industries.

Electronic Signature
Templates
Sales
Sales Information Form

Sales Information Form

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

SALES INFORMATION FORM

Parties and Billing Information

Seller Name: Tax ID (if applicable):

Seller Billing Address Seller Contact

Buyer Name: Purchase Order No.:

Buyer Billing Address Buyer Contact

Order Details

Order Date: Requested Delivery Date:

Items (describe each product or service to be supplied)

Item	Description	Quantity	Unit Price	Total

Pricing Summary

Subtotal: Sales Tax:

Shipping & Handling: Other Charges:

Total Amount Due:

Payment Terms

Payment Terms: Payment is due within days from invoice date. Late payments shall accrue interest at per month (or the maximum lawful rate), plus reasonable collection costs and attorneys' fees incurred by Seller.

Accepted Payment Methods

Wire transfer Check Credit card Net terms

Payment Instructions / Bank Details

Delivery Terms

Delivery Method: . Requested ship date: .

Risk of Loss and Title: Unless otherwise agreed in writing, goods shall be shipped FOB Seller's facility. Risk of loss passes to Buyer upon delivery to carrier. Title to goods transfers to Buyer upon payment in full unless otherwise specified in writing.

Warranty

Seller warrants that goods supplied under this form shall be free from material defects in workmanship and materials for a period of from date of delivery. Buyer's sole and exclusive remedy for breach of this warranty shall be, at Seller's option, repair or replacement of nonconforming goods or refund of the purchase price for such goods. This warranty does not apply to defects resulting from misuse, alteration, improper installation, or normal wear and tear.

Returns and Refunds

Returns are accepted only with prior written authorization (RMA) from Seller within days of delivery. Returned goods must be in original condition. Seller may assess a restocking fee of up to . Refunds, if any, will be issued after inspection and processing.

Return Instructions / RMA Notes

Limitation of Liability

Except for liability arising from Seller's gross negligence or willful misconduct, Seller's total aggregate liability for any claim arising out of or relating to these sales terms shall not exceed the total amount paid by Buyer to Seller under this sales information form for the specific goods giving rise to the claim. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, PUNITIVE OR SPECIAL DAMAGES, INCLUDING LOSS OF PROFITS.

Governing Law and Dispute Resolution

This Sales Information Form shall be governed by and construed in accordance with the laws of: . The parties agree that exclusive jurisdiction for disputes arising under this form shall be the courts located in the chosen jurisdiction unless the parties agree in writing to arbitration.

Acceptance

By signing below, Buyer accepts the terms and conditions set forth in this Sales Information Form, authorizes Seller to process the order, and confirms that the billing and delivery information provided is accurate. This offer shall remain open until unless earlier revoked in writing.

Seller:

By:

Date:

Buyer:

By:

Date:

What the Sales Information Form Is and When Teams Use It

The Sales Information Form is a standardized document used to record the key facts of a prospective sale or lead. Typical entries include buyer and contact details, product or service specifications, pricing, discounts, payment terms, salesperson and territory, expected close date, and required supporting documents. Organizations use the form to ensure consistent handoffs between sales, operations, finance, and legal teams, to feed CRM records, and to create an auditable intake trail that supports downstream quotes, orders, and contract generation.

Why a Consistent Sales Information Form Matters

A uniform form reduces rework and data entry errors, accelerates approvals and order processing, centralizes required documents, and creates an auditable record that helps demonstrate process controls and regulatory compliance in high-volume sales environments.

Who Completes and Relies on the Sales Information Form

Teams across the commercial lifecycle complete and reference this form to move opportunities forward and to ensure accurate downstream processing.

Sales representatives and account executives capture prospect details, pricing, and negotiation status to create an actionable sales record and handoff.
Sales operations and revenue operations enforce required fields, validate discounts or approvals, and integrate data into CRM and billing systems.
Finance, legal, and contracts teams use the form to confirm payment terms, identify compliance flags, and prepare contract drafts or order forms.

Clear role assignments and required fields reduce cycle time and prevent errors during quoting, contracting, and fulfillment.

Step-by-Step: Filling Out the Sales Information Form

Follow these steps in order to ensure a complete, auditable submission that supports quick approvals and accurate downstream processing.

01

Prepare: Gather IDs, pricing approvals, and supporting documents before you start.
02

Enter Core Data: Complete contact, product, and pricing fields with verified values.
03

Attach Files: Upload quotes, approvals, and customer PO as required by the form.
04

Sign and Route: Apply signatures and route to finance or legal per routing rules.

Essential Components of a Professional Sales Information Form

A well-designed form balances comprehensive data capture with straightforward fields and conditional logic to keep the form short for common cases and thorough when exceptions arise.

Contact Details

Primary contact, billing contact, legal entity name, tax ID and validated email address to enable invoicing and regulatory checks.

Product Lines

SKU, description, quantity, unit of measure, and any configurable options that affect pricing or delivery timelines.

Pricing Structure

List unit price, extended totals, taxes, freight, and any one-time fees; record approval code for non-standard offers.

Payment Terms

Specify net terms, deposit requirements, accepted payment methods, and who is responsible for taxes or duties.

Approvals & Routing

Conditional approval fields, automated routing steps, and required reviewer roles to maintain control and transparency.

Signature & Audit

Signer identity, signature method, timestamp, and audit trail entry to support enforceability and recordkeeping.

Sensitive and Required Data Elements

Personally Identifiable Information: Name, email, phone

Tax Identifiers: TIN or EIN

Financial Terms: Pricing, taxes

Signatures: Signer identity

Dates: Effective and delivery

Attachments: Quotes, PO, approvals

How to Configure Online Workflows for the Sales Information Form

Configure form settings so required fields, conditional logic, and routing reflect your approval policy and integration endpoints.

Field	Configuration
Form Template	Single source template stored in repository
Conditional Fields	Show fields based on product or discount
Required Fields	Enforce before submission
Routing Rules	Auto-route by threshold and role

Typical Submission and Processing Flow

This flow outlines the common steps from form creation to completed record, suitable for both manual and automated routing.

Create: Sender opens the template and fills core fields.
Validate: System or admin verifies required data and attachments.
Approve: Designated approvers review pricing and terms.
Finalize: Signed record exported to CRM and finance systems.

Technical and Integration Considerations

Choose a platform that supports common integrations, secure storage, and the signature methods your workflows require.

Integrations: Salesforce, NetSuite, Microsoft 365
File Formats: PDF, DOCX, XLSX supported
Authentication: Email, SMS, or advanced methods

Typical Timelines and Internal Deadlines

Establish SLA targets for each stage to minimize processing delays and to ensure timely conversion from quote to order.

Provide on Request:

Deliver the form when the buyer or payer requests

Initial Entry SLA:

24–48 hours to complete intake

Pricing Approval:

1–3 business days depending on discount level

Contract Drafting:

3–7 business days after approvals

Record Archival:

Archive final signed record within 7 days

Common Mistakes to Avoid When Preparing the Form

Leaving approval codes blank for non-standard discounts, which leads to order rejection and delayed fulfillment.
Entering informal or inconsistent customer names that do not match tax or billing records, causing invoicing and refund issues.
Failing to attach required supporting documents such as purchase orders or credit approvals, which halts downstream processing.
Using ambiguous pricing terms (for example, 'market rate') rather than clear unit prices and totals, increasing dispute risk.

Risks and Consequences of Incorrect or Incomplete Forms

Delayed Revenue: Orders and invoices stalled

Billing Errors: Incorrect invoices issued

Contract Disputes: Ambiguity leads to disagreements

Regulatory Exposure: Tax or consumer law risks

Financial Penalties: Late filings or withholding

Reputational Harm: Customer dissatisfaction

Saving, Exporting, and Supporting Documents

Ensure the final signed form and attachments are exported in durable formats and retained in your selected records system for audit readiness.

PDF Archive

Export signed package as a single PDF with embedded audit trail for long-term retention and sharing.

Source Files

Keep DOCX or spreadsheet templates internally for edits and version control before finalizing.

Export Formats

Provide copies as PDF for signatures, CSV or Excel for bulk import to CRM or ERP systems.

Supporting Docs

Attach quotes, approvals, POs, and identity documents to the signed record for completeness.

Real-World Examples of Sales Information Form Use

Organizations across sectors use structured intake forms to reduce processing time and to centralize audit trails for signed records.

Optica Ventures

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Sales operations reduced submission friction significantly.
Buyers returned complete information faster, enabling quicker quote issuance and fewer correction cycles for the finance team.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile and offline signing supported.
The firm shortened closing coordination and improved recordkeeping for property transactions across multiple states.

eSignature Pricing and Feature Comparison

Compare common pricing entry points and capabilities for eSignature platforms; signNow is listed first for parity with vendor data.

	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
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About the Sales Information Form

Answers to common questions about e-signing, validity, storage, and troubleshooting for completed Sales Information Forms.

Need help? Contact support

Can the Sales Information Form be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are legally valid when the parties demonstrate intent, consent, attribution, and reliable record retention.
When is notarization required?
Notarization is rarely required for standard sales intake forms. If the form creates or conveys an interest in real property or is used with a legal instrument, obtain state-specific notary guidance.
How should I store signed forms?
Store signed PDFs and audit trails in a secure records system with access controls and immutable logs; retain according to IRS and industry retention standards.
What happens if data is incorrect after submission?
Correct material errors via an amendment or replacement form signed by authorized parties; retain both versions for audit and compliance purposes.
Are there privacy rules to consider?
Yes. If the form collects health or education information, follow HIPAA or FERPA requirements and include necessary consent language and BAAs as applicable.
How do I verify signer identity?
Use authentication appropriate to risk: email or SMS for low risk, multi-factor or identity-proofing for high-value transactions and regulated industries.

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