Can a Sales Quotation be signed electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Acceptable signature form depends on intent, consent, attribution, and retention.

When is a consumer disclosure required?

Consumer-facing transactions that move to electronic records require ESIGN consumer consent procedures per 15 U.S.C. §7001(c); disclose the right to paper and the ability to access electronic records.

What authentication is recommended for acceptance?

At minimum use email verification; for higher-risk deals add SMS or two-factor methods. Stronger authentication reduces repudiation and supports auditability.

Are notarization or witnesses required?

Sales Quotations rarely require notarization or witnesses. If the quote converts into a deed, will, or power of attorney, follow specific notarization or witness rules applicable to that document type.

How should revisions be handled?

Issue a new quotation version with a new quote number and clear change notes. Track and archive prior versions to maintain an audit trail for approvals and disputes.

What if buyer details are incorrect after signing?

Create an amendment that both parties sign to correct material errors. Keep the original signed quote and the signed amendment to preserve contract history.

Sales Quotation

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SALES QUOTATION

Quotation Details

Quotation Number: Date Issued: Valid Until:

Seller

Seller Name Billing Address

Contact Person

Phone

Email

Buyer

Buyer Name Billing Address

Contact Person

Phone

Email

Items Quoted

Item	Description	Quantity	Unit Price	Line Total

Subtotal Tax Rate (%) Tax Amount Shipping & Handling Total Amount

Pricing and Payment Terms

Payment is due within days from invoice date unless otherwise agreed in writing. Accepted payment methods:

Wire Transfer Credit/Debit Card Check

Late payments shall incur interest at a rate of % per month, calculated monthly, or the maximum permitted by law, whichever is less. Buyer is responsible for all collection costs, including reasonable attorneys' fees.

Delivery and Risk of Loss

Delivery Method: Estimated Delivery Date:

Unless otherwise agreed in writing, title and risk of loss pass to Buyer upon delivery to the carrier. Seller shall use commercially reasonable efforts to meet delivery estimates; however, delivery dates are estimates only and subject to change.

Warranty

Seller warrants that goods supplied under this quotation will conform to the specifications stated and be free from material defects in workmanship and materials for a period of months from delivery.

Warranty Coverage / Limitations

Returns and Refunds

Returns will be accepted only with prior written authorization from Seller. Unauthorized returns may be refused. Unless otherwise agreed in writing, returned goods must be in original condition and are subject to inspection. Restocking fees may apply.

Limitation of Liability

Governing Law

This quotation and any contract arising from acceptance shall be governed by the laws of the state of without regard to its conflict of law principles. Exclusive venue for disputes shall be the state or federal courts located in that state.

Additional Terms

This Sales Quotation constitutes an offer to sell the goods and services described herein subject to the terms and conditions set forth. Acceptance of this quotation must be communicated in writing or by execution of this document within the validity period indicated above. Upon acceptance, this quotation will form the basis of a binding agreement between the parties.

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

What a Sales Quotation Is and when it’s used

A Sales Quotation is a formal written offer from a seller that lists goods or services, unit prices, total costs, taxes, delivery terms, and the period the offer remains valid. It establishes proposed commercial terms but becomes binding only when accepted under the stated conditions. Quotations are used at pre-contract stages to document pricing, scope, lead times, and any contingencies for procurement or budgeting.

Why a clear Sales Quotation matters to your business

A well-structured Sales Quotation reduces disputes, speeds buyer decisions, and clarifies payment and delivery expectations. It helps procurement compare bids and creates an audit trail for approvals and accounting processes.

Who typically prepares and receives Sales Quotations

Sales teams and account managers usually prepare quotations; procurement, purchasing agents, and finance teams receive and evaluate them.

Sales Representatives — create line-item pricing and delivery dates for prospective customers, aligning quotes with internal margin rules.
Procurement/Buyers — review quantities, price comparisons, and supplier terms before issuing purchase orders or negotiating changes.
Finance and Accounting — verify taxes, discount approvals, and invoice matching once orders convert from accepted quotations.

Clear role alignment speeds response times and prevents rework when a quotation converts to a binding order or contract.

Core elements of a professional Sales Quotation

Include the following components to make a quotation complete, easy to review, and enforceable when accepted.

Document Header

Seller and buyer legal names, quotation number, and an explicit title to enable tracking, referencing, and audit reconciliation across systems.

Line Items

Detailed descriptions, SKU or service codes, unit quantities, unit prices, and extended line totals so buyers can compare offers accurately.

Taxes & Fees

Clear tax, shipping, handling, and any surcharge line items with calculation method and applicable jurisdiction to avoid downstream invoicing disputes.

Payment Terms

Specify payment method, net terms (e.g., Net 30), early payment discounts, and any required deposits or milestone invoicing schedules.

Validity Period

State the exact expiration date and time for the offer to prevent ambiguity and define when the quotation automatically lapses.

Acceptance & Next Steps

Describe how acceptance is communicated (signed quote, purchase order), lead times for delivery, and any conditions that modify the offer.

Required fields to include on the Sales Quotation

Seller Name: Full legal name

Buyer Name: Full legal name

Item Descriptions: Clear product/service labels

Pricing Details: Unit and total price

Validity Date: Expiration date

Acceptance Method: How to accept

Step-by-step: creating and issuing a Sales Quotation

Follow these sequential steps to prepare an accurate quotation that can be quickly reviewed and accepted by the buyer.

01

Identify Buyer: Confirm legal entity and billing address before pricing.
02

Assemble Line Items: List SKU, description, quantity, unit price, and totals.
03

Set Terms: Add payment, delivery, tax, and validity terms.
04

Issue with Trace: Send with a unique quote number and record distribution.

Configuring an online quotation workflow

Typical settings make it easier to send, track, and get signed quotations electronically.

Field	Configuration
Template	Pre-fill standard terms and reuse for similar quotes
Required Fields	Mark buyer name, total, and validity as mandatory
Authentication	Select email or SMS code for signer verification
Notifications	Enable sender alerts for delivered and signed

Typical routing: from draft to accepted order

A standardized routing reduces errors and clarifies responsibilities from issuance through acceptance.

Draft: Create quote using template and price rules.
Internal Approval: Obtain manager or pricing team sign-off when required.
Send to Buyer: Deliver via email or signed link with tracking.
Record Acceptance: Capture buyer signature or PO and archive the quote.

Digital delivery and integrations to consider

Use platforms and integrations that support secure signing, template reuse, and system synchronization.

File Formats: PDF, DOCX, or editable templates
Integrations: CRM and ERP sync available
Authentication: Email, SMS, or stronger methods

Integrations with ERP/CRM systems reduce manual entry and keep quotations aligned with inventory, pricing, and invoicing records.

Common timing and deadline expectations for quotations

Timelines vary by business; state them explicitly on each quotation to avoid disagreements.

Quote Validity Period:

Specify exact expiration date/time for the offer acceptance window.

Acceptance Response:

Indicate the expected buyer response time to reserve pricing or inventory.

Delivery Lead Time:

List estimated ship or service start date after acceptance.

Revision Window:

State how long priced revisions remain in effect after change requests.

Payment Deadline:

Specify due date for deposits or milestone payments.

Common errors to avoid when preparing quotations

Omitting taxes or shipping charges, which often leads to invoice disputes and delayed payment reconciliation.
Using inconsistent product codes or descriptions, causing procurement to miscompare competing offers incorrectly.
Failing to include a clear validity period, creating ambiguity about whether pricing or availability still applies.
Entering incorrect buyer names or addresses, which can delay contract conversion and create invoicing mismatches.

Potential consequences of incorrect or incomplete quotations

Lost Sales: Buyer may choose a clearer competing offer

Price Disputes: May lead to renegotiation or claims

Compliance Exposure: Incorrect tax charges risk local audits

Operational Delays: Misstated lead times disrupt fulfillment

Accounting Errors: Mismatch between quote and invoice

Refunds or Credits: May be required for under- or over-billing

Typical vendor pricing and feature overview for eSigning quotations

Compare baseline pricing and common feature availability across solutions to understand cost and capability trade-offs.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Plan	No (7-day trial)	No	No	Yes, limited	Yes, limited
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 env/user/yr	Varies by plan	Varies	Varies

Frequently asked questions about Sales Quotations and eSignatures

Answers to common legal and practical questions about preparing, sending, and executing Sales Quotations electronically.

Need help? Contact support

Can a Sales Quotation be signed electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Acceptable signature form depends on intent, consent, attribution, and retention.
When is a consumer disclosure required?
Consumer-facing transactions that move to electronic records require ESIGN consumer consent procedures per 15 U.S.C. §7001(c); disclose the right to paper and the ability to access electronic records.
What authentication is recommended for acceptance?
At minimum use email verification; for higher-risk deals add SMS or two-factor methods. Stronger authentication reduces repudiation and supports auditability.
Are notarization or witnesses required?
Sales Quotations rarely require notarization or witnesses. If the quote converts into a deed, will, or power of attorney, follow specific notarization or witness rules applicable to that document type.
How should revisions be handled?
Issue a new quotation version with a new quote number and clear change notes. Track and archive prior versions to maintain an audit trail for approvals and disputes.
What if buyer details are incorrect after signing?
Create an amendment that both parties sign to correct material errors. Keep the original signed quote and the signed amendment to preserve contract history.

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