Can a sales quotation be e-signed?

Yes. Under the ESIGN Act and UETA, electronic signatures satisfy signature requirements if intent, consent, attribution, and record retention are present (15 U.S.C. §7001; UETA). Exceptions like wills or certain court filings may still require wet signatures.

What signature types are acceptable?

Any electronic signature method that demonstrates intent and attribution is generally valid: typed name, drawn signature on touch devices, or PKI-based digital signatures for higher assurance.

Is notarization required for quotations?

Typically no. Notarization is uncommon for standard sales quotations but may be required for certain instruments or transactions in specific jurisdictions; verify per-state requirements.

How do I correct a signed quotation?

If terms change, issue a corrected quotation or amendment and obtain new signatures; do not alter the executed copy. Maintain both versions with a clear revision history.

What authentication level should I use?

Use email or SMS for low-risk quotes; require stronger authentication (KBA or certificate) for high-value deals or regulated industries.

How is the e-signature audit trail retained?

Ensure the signing platform preserves timestamps, IP addresses, signer identity evidence, and a certificate of completion to support enforceability and record retention requirements.

Electronic Signature
Templates
Sales
Sales Quotation Document

Sales Quotation Document

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

Sales Quotation Document

Quotation Number: Date: Valid Until:

Seller Information

Company Name Contact Name Address

Phone

Email

Buyer Information

Company Name Contact Name Billing Address

Phone

Email

Quotation Items

Item	Description	Quantity	Unit Price	Total
1
2
3
4
5
6

Subtotal:

Tax Rate (%):

Tax Amount:

Shipping & Handling:

Total Amount:

Payment Terms

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

Bank transfer Credit card Check Other

Late payments will incur a late fee of % per month on the outstanding balance, commencing after days.

Delivery Terms

Estimated delivery date: . Shipping method: .

Risk of loss transfers to Buyer upon delivery to the carrier at Seller's shipping facility unless otherwise agreed in writing. Any requested changes to delivery schedule must be confirmed in writing and may affect price and lead time.

Warranty

Seller warrants that goods supplied under this quotation shall be free from defects in material and workmanship for a period of from the date of delivery. This warranty is limited to repair or replacement of defective goods at Seller's option. Warranty does not cover damage resulting from misuse, alteration, improper installation, or normal wear and tear.

Returns and Refunds

Returns are permitted only with prior written authorization. Returned goods must be shipped prepaid and in their original packaging. Refunds, if any, will be limited to the purchase price of the goods excluding taxes, shipping, and any restocking fee of where applicable.

Limitation of Liability

Except for liability arising from gross negligence or willful misconduct, Seller's total liability under or in connection with this quotation shall not exceed the total amount paid by Buyer for the goods giving rise to the claim. In no event shall Seller be liable for consequential, incidental, special, or punitive damages.

Governing Law

This quotation and any resulting contract shall be governed by the laws of the State of without regard to conflict of law principles. Exclusive venue for disputes shall be the courts located in .

Additional Terms

This quotation is an offer to sell the goods and services described above subject to the terms stated herein. Acceptance of this quotation constitutes a binding agreement subject to the terms and conditions set forth. Any exceptions or modifications must be agreed in writing by an authorized representative of Seller.

Acceptance and Signatures

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

What a Sales Quotation Document Is and why it matters

A Sales Quotation Document itemizes proposed goods or services, unit prices, quantities, delivery terms, and valid pricing windows so a buyer can compare offerings and decide whether to accept. It functions as an offer to negotiate or to contract when paired with acceptance language or signature; clarity in scope, pricing, and expiration reduces disputes. For many businesses the quotation also triggers internal approval workflows, credit checks, and billing setup once accepted.

How a clear sales quotation protects both parties

A well-prepared Sales Quotation Document clarifies expectations, limits pricing disputes, and speeds decision-making by showing itemized costs, delivery windows, and expiration dates in writing.

Typical users and approval roles for sales quotations

Sales teams, account managers, procurement officers, and finance reviewers commonly create, approve, or receive sales quotations depending on deal size and company policy.

Sales representatives prepare draft quotations and present options to prospects for review.
Procurement and purchasing teams compare incoming quotes to internal requirements and negotiate terms.
Finance or billing verifies pricing accuracy, payment terms, and tax handling before final issuance.

Larger organizations often add procurement and legal reviewers for complex quotes, while SMBs typically use sales managers or business owners to approve and send the final document.

Who can sign and authorize quotations

Sales Manager

A sales manager or authorized sales representative typically has delegated authority to issue and modify quotations within preset discount and approval limits; their signature or electronic approval binds the seller per internal delegation.

Procurement Officer

On the buyer side, an approved procurement officer or authorized buyer signs to accept the quotation. Acceptance authority should be verified against the buyer's purchase policy to avoid later challenges.

Core elements to include in every professional sales quotation

Use a consistent structure so recipients can quickly verify pricing, scope, and terms. Include clear headers and numbering to tie line items to attachments or exhibits.

Header

Seller name, buyer name, quotation number, and issue date so the document is uniquely identifiable and traceable.

Line Items

Itemized descriptions, unit price, quantity, discounts, and extended price to avoid ambiguity about what is being supplied.

Totals & Taxes

Subtotal, tax calculation, shipping or handling, and final total clearly shown for accounting and purchase order matching.

Payment Terms

Net terms, deposit amounts, accepted payment methods, and late payment interest to set expectations for cash flow.

Delivery & Lead Times

Estimated ship or service dates, incoterms if applicable, and any milestone delivery schedule tied to payments.

Validity & Acceptance

Expiration date for quoted pricing, acceptance method (signature or PO), and any conditions that modify the offer.

How to complete a Sales Quotation Document step-by-step

Follow a consistent sequence: prepare details, check approvals, present terms, and obtain acceptance to reduce back-and-forth and contracting delays.

01

Prepare Quote: Assemble scope, prices, and delivery details; attach specifications.
02

Internal Review: Route for pricing and credit approval per company policy.
03

Send to Buyer: Share the quotation with clear acceptance instructions and expiration.
04

Obtain Acceptance: Capture buyer signature or a purchase order that references this quotation.

Typical electronic workflow for sending and finalizing a quotation

An e-signature-enabled workflow reduces turnaround time: upload, tag fields, choose signers, and track status through completion.

Upload Document: Save the quotation as a PDF or DOCX and upload to the signing platform.
Place Fields: Add signature, initials, and date fields where required.
Select Signers: Enter signer emails and set signing sequence or parallel signing.
Send & Monitor: Dispatch the request and track completion and audit trail.

Configure the digital workflow for quotations

Set workflow elements to match your approval and authentication requirements before sending quotations for signature.

Field	Configuration
Authentication	Email, SMS code, or KBA depending on signer risk tolerance
Conditional Fields	Show optional clauses based on product or customer type
Payment Request	Attach payment fields for deposits or invoices when needed
Bulk Send	Enable for mass quotations to repeat buyers or campaigns

Technical considerations for eSigning and eSubmission

Confirm integrations, supported file formats, and authentication options to ensure the process matches your security and audit requirements.

Integrations: Salesforce, NetSuite, or CRM connectors ease quote-to-order transitions
File Formats: PDF and DOCX are commonly supported for quotations
Authentication: Email, SMS, or stronger methods like KBA as required

Key timing items to include on a Sales Quotation Document

Make critical dates explicit so both parties understand when prices expire, when goods ship, and when payment terms begin.

Quote Expiration:

Specify a clear expiration date (MM/DD/YYYY) to limit price exposure and encourage timely acceptance.

Acceptance Deadline:

Note any last date for buyer signature or purchase order to secure quoted terms.

Delivery Estimate:

Provide lead times or milestone dates to set fulfillment expectations.

Internal Approval SLA:

Document required internal approval turnaround to avoid external delays.

Invoice Trigger:

State when invoicing occurs (on acceptance, shipment, or milestone completion).

Sequential milestones from quote draft to executed agreement

Track each milestone so stakeholders know where a quotation stands and what action is required next.

01

Drafting

Create the initial quotation using standardized templates and SKU data.

02

Internal Review

Pricing, legal, and finance review approvals occur per delegation limits.

03

Customer Review

Buyer evaluates and requests clarifications or adjustments before acceptance.

04

Execution

Obtain signatures or a purchase order to convert the quote to an order.

Common preparation mistakes that delay or invalidate quotations

Using ambiguous product descriptions that lead to fulfillment disputes and credit holds.
Failing to include an expiration date, which exposes sellers to price fluctuations and margin erosion.
Omitting required approvals or exceeding delegated discount authority, causing post-acceptance re-negotiation.
Neglecting to capture a clear acceptance method, resulting in contested or incomplete contract formation.

Risks of errors in a Sales Quotation Document

Pricing Disputes: Buyers may refuse payment or seek refunds

Contract Ambiguity: Unclear scope leads to scope creep claims

Credit Risk: Insufficient credit checks increase default exposure

Regulatory Gaps: Missing tax or compliance clauses cause reporting issues

Delay Costs: Late approvals defer revenue recognition

Invalid Acceptance: Improperly documented acceptance may be unenforceable

How eSignature vendors compare for processing Sales Quotation Documents

Feature and price differences affect total cost and workflow capabilities; signNow appears first for parity with available plan data. Do not assume envelope caps or HIPAA availability are identical across vendors.

	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	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

Real-world examples of electronic quotation workflows

These customer stories illustrate how organizations shorten turnaround and maintain compliance when converting quotations to signed orders.

Optica Ventures — COO

Optica replaced paper quotes with digital workflows to speed responses and tracking.

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

Martin Properties — Founder

A property services firm needed mobile signing on site to capture approvals faster.

On-site electronic acceptance reduced delays and lost paperwork.
I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Common questions about using and signing Sales Quotation Documents electronically

Answers cover legality, signature types, authentication, version control, and correcting errors after a quotation is signed.

Need help? Contact support

Can a sales quotation be e-signed?
Yes. Under the ESIGN Act and UETA, electronic signatures satisfy signature requirements if intent, consent, attribution, and record retention are present (15 U.S.C. §7001; UETA). Exceptions like wills or certain court filings may still require wet signatures.
What signature types are acceptable?
Any electronic signature method that demonstrates intent and attribution is generally valid: typed name, drawn signature on touch devices, or PKI-based digital signatures for higher assurance.
Is notarization required for quotations?
Typically no. Notarization is uncommon for standard sales quotations but may be required for certain instruments or transactions in specific jurisdictions; verify per-state requirements.
How do I correct a signed quotation?
If terms change, issue a corrected quotation or amendment and obtain new signatures; do not alter the executed copy. Maintain both versions with a clear revision history.
What authentication level should I use?
Use email or SMS for low-risk quotes; require stronger authentication (KBA or certificate) for high-value deals or regulated industries.
How is the e-signature audit trail retained?
Ensure the signing platform preserves timestamps, IP addresses, signer identity evidence, and a certificate of completion to support enforceability and record retention requirements.

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