Can a quotation be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA (adopted in most states), electronic signatures are legally valid if intent, consent, attribution, and record retention are present.

When is a quotation binding?

A quotation becomes binding when both parties have agreed to the terms and signed an acceptance that the parties treat as an offer and acceptance; consult contract counsel for high-value or bespoke arrangements.

Are notarization or witnesses required?

Not typically for commercial quotations. Notarization and witness requirements usually apply to deeds, wills, or statutory filings; check state rules where the final signed contract will be enforced.

How should I handle pricing errors?

Rectify promptly with a corrected quotation and clear communication; document any changes and obtain renewed acceptance to avoid disputes and invoicing errors.

What authentication level is recommended?

Email or SMS code is common for low-risk commercial quotes; use stronger authentication where regulatory or procurement rules require higher assurance.

How long should I keep signed quotations?

Retain for the contract term plus at least three years; healthcare records require six years under 45 CFR §164.530(j), and tax records follow IRC §6501(a) guidance.

Electronic Signature
Templates
Sales
Sales Software Quotation

Sales Software Quotation

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

SALES SOFTWARE QUOTATION

Quotation Details

Quote Number: Issue Date: Valid Until:

Prepared By: Contact:

Seller and Buyer Information

Seller (Company issuing quotation) Seller Address

Contact Person: Phone: Email:

Buyer (Customer) Buyer Address

Contact Person: Phone: Email:

Scope of Software and Services

This quotation describes the license, implementation, and support services proposed by the Seller. The Seller will deliver the software, configuration, and services as described below. Any additional work outside this scope will be subject to a separate change order and additional fees.

Item	Description	Qty	Unit Price	Line Total

Pricing Summary

Subtotal:

Taxes (%): Tax Amount:

Implementation / Setup Fee:

Other Charges (describe): Amount:

Total Due:

Payment Terms

Payment due within days from invoice date. All fees are stated in the currency indicated on this quotation. Late payments shall accrue interest at or the maximum allowed by law, whichever is less.

Accepted payment methods: Wire transfer ACH Credit card Purchase order

Delivery and Acceptance

Delivery / Commencement Date: . Shipping method / delivery mechanism:

Risk of loss and title to any physical media transfers to Buyer upon delivery to carrier or Buyer, as applicable. Acceptance testing period: from initial delivery. If Buyer provides written notice of material nonconformity within the acceptance period, Seller will, at Seller's expense, use commercially reasonable efforts to remedy such nonconformity.

License, Support and Warranty

License type (select applicable): Perpetual license Subscription (term). License grants are subject to a separate license agreement; fees in this quotation correspond to the license type selected.

Warranty: Seller warrants that delivered software will materially conform to the specifications set forth in the item descriptions for a period of from delivery. This warranty does not apply to defects resulting from Buyer modifications, misuse, or third-party products. Seller's sole obligation under this warranty is, at Seller's option, to repair or replace the nonconforming software or to credit a portion of the fees.

Returns; Refunds; Cancellations

Except as set forth in the Warranty section, all sales are final once software is delivered and/or license keys are provided. Refunds for software products will only be provided where required by applicable law or by express written agreement. Implementation or customization cancellations will be governed by the cancellation schedule in an executed services agreement.

Limitation of Liability

Except for liability resulting from willful misconduct or gross negligence, Seller's aggregate liability arising out of or related to this quotation or the resulting agreement shall not exceed the total amount actually paid by Buyer to Seller under this quotation. Parties expressly agree that indirect, incidental, consequential, special, and punitive damages are excluded to the fullest extent permitted by law.

Governing Law

This quotation and any resulting agreement shall be governed by and construed in accordance with the laws of without regard to choice-of-law principles.

Additional Terms and Special Conditions

This quotation is an offer to sell the software and services described above on the terms stated. Acceptance of this quotation requires the signature of an authorized representative of Buyer and Seller and incorporates the terms herein. Unless earlier accepted in writing by Seller, this quotation expires on the Valid Until date above.

Seller:

Printed Name:

By:

Date:

Buyer:

Printed Name:

By:

Date:

What a Sales Software Quotation Is and when it applies

A Sales Software Quotation is a formal, itemized offer from a seller to a prospective buyer that details software products, licensed seats, modules, implementation services, pricing, payment terms, and validity. It turns negotiated requirements into a documented commercial offer used for internal approvals, procurement, and as the basis for a final contract or invoice. Quotations should specify billing cadence, any recurring fees, discounts, deliverables, acceptance conditions, and the period during which the quoted pricing remains valid to prevent misunderstandings during contracting.

Why precise quotations matter for procurement and control

A clear Sales Software Quotation reduces scope and pricing disputes, speeds approvals, and provides a consistent record for procurement, finance, and legal review. Accurate quotations support budget forecasting and later contract drafting while clarifying responsibilities and timelines for both parties.

Teams and roles that prepare or act on quotations

Sales, procurement, finance, and project managers commonly prepare, review, or approve Sales Software Quotations during vendor selection and contract negotiations.

Sales representatives and account managers who assemble line-item pricing and configuration options for customers.
Procurement and sourcing teams that review terms, validate compliance, and compare vendor quotes against internal policies.
Finance and billing staff who verify payment terms, tax treatment, and revenue recognition implications before approval.

Accurate routing to these stakeholders helps prevent rework, reduces approval cycles, and ensures quoted terms align with procurement and accounting controls.

Core components every professional quotation should include

A robust Sales Software Quotation combines commercial, technical, and administrative detail so recipients can evaluate cost, scope, and next steps without ambiguity.

Header

Company names, quotation number, issuance date, and validity period so the document is uniquely identifiable and time‑bounded for procurement teams.

Scope

Detailed description of software modules, features, seat counts, and any exclusions to avoid mismatched expectations during implementation.

Pricing

Itemized unit prices, quantities, discounts, one-time fees, recurring charges, taxes, and total cost of ownership over the quoted term.

Terms

Payment schedule, accepted payment methods, late-payment consequences, renewal mechanics, and any termination or refund conditions.

Delivery

Implementation timeline, milestones, handover deliverables, acceptance criteria, and responsibilities for customer and vendor resources.

Signatures

Designated signatory lines, roles, and dates for acceptance; indicate whether electronic signatures are permitted and any authentication requirements.

Essential data elements to include in the quotation

Party Names: Full legal entity names

Contact Information: Email and phone for commercial contact

Pricing Breakdown: Unit and total amounts

Tax IDs: TIN or VAT where applicable

Effective Date: Start of obligations

Signature Block: Signer name and role

Step-by-step: completing a Sales Software Quotation

Follow these steps to prepare a clear, approvable quotation that reduces follow-up questions and supports fast acceptance.

01

Collect requirements: Confirm modules, seat counts, and add‑ons.
02

Apply pricing: Enter unit prices, discounts, and taxes.
03

Set terms: Define payment, delivery, and validity.
04

Review and sign: Obtain approvals and capture signatures.

How to configure an online quotation workflow

Configure fields, routing, and authentication to match your approval and audit requirements before sending the quotation for signature.

Upload Document	Import PDF or DOCX as the base quotation file.
Add Fields	Place signature, initials, date, and calculated total fields.
Assign Signers	Map fields to counterparty and internal approver emails.
Authentication	Choose email, SMS code, or stronger verification.
Notifications	Set reminders, expiration, and receipt distribution.

Where to send completed quotations and how to record them

A completed quotation should be delivered to the buyer, recorded in procurement systems, and stored for audit and billing reference.

Buyer Email: Send signed PDF to authorized contact email.
CRM Record: Attach the signed quotation to the customer record.
Procurement Portal: Upload to buyer's supplier or procurement system.
Finance Archive: Store for invoicing and audit purposes.

Distribution channels and technical file requirements

Choose delivery channels and file formats that align with the buyer’s procurement systems and your internal recordkeeping.

File Formats: PDF or DOCX recommended
Integrations: CRM and storage connectors
Audit Trail: Include timestamp and signer data

Typical timing and deadlines to include on quotations

Clear timing reduces disputes—specify how long the quote is valid, expected delivery milestones, and billing start dates.

Quote Validity:

30 to 90 days is common

Response Deadline:

Customer acceptance date specified

Implementation Lead Time:

Start date or number of business days

Billing Start:

When recurring charges begin

Renewal Notice:

Timeframe for renewal or cancellation

Common mistakes when preparing quotations

Omitting line-item detail that leads to scope disputes and unexpected change orders during implementation.
Failing to state a clear validity period, which can lead to pricing disagreements and re-quoting delays.
Mixing one-time and recurring fees without explaining billing cadence, creating confusion for procurement and finance teams.
Not specifying acceptance mechanics or signature authority, causing invalid or contested acceptances.

Consequences of an incorrect or incomplete quotation

Pricing Dispute: Lost revenue risk

Procurement Delay: Longer approval cycles

Contractual Exposure: Unintended obligations

Billing Errors: Invoice disputes

Compliance Risk: Tax or regulatory issues

Reputation: Buyer confidence reduced

Vendor pricing and capability snapshot for eSignature when used with quotations

A neutral comparison of common vendor price points and key capabilities relevant to signing and distributing Sales Software Quotations.

	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	Varies
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

Real-world examples illustrating quotation use and outcomes

These concise case sketches show how digital quotation and signature workflows supported different outcomes.

Martin Properties

Martin Properties digitized quotations and signatures to eliminate in-person steps and speed closes.

Resulting workflow reduced turnaround time and improved compliance.
The company reported simpler mobile signing, consistent records across transactions, and fewer administrative delays during lease and service contract execution.

Optica Ventures

Optica Ventures standardized quotation templates for recurring offerings to reduce errors.

Standardization cut rework and approval cycles.
The team observed clearer scope definition, faster client acceptance, and a more auditable trail supporting billing and reconciliation.

Frequently asked questions about Sales Software Quotations

Common questions and concise answers to help prepare, sign, and manage Sales Software Quotations in a compliant, auditable way.

Need help? Contact support

Can a quotation be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA (adopted in most states), electronic signatures are legally valid if intent, consent, attribution, and record retention are present.
When is a quotation binding?
A quotation becomes binding when both parties have agreed to the terms and signed an acceptance that the parties treat as an offer and acceptance; consult contract counsel for high-value or bespoke arrangements.
Are notarization or witnesses required?
Not typically for commercial quotations. Notarization and witness requirements usually apply to deeds, wills, or statutory filings; check state rules where the final signed contract will be enforced.
How should I handle pricing errors?
Rectify promptly with a corrected quotation and clear communication; document any changes and obtain renewed acceptance to avoid disputes and invoicing errors.
What authentication level is recommended?
Email or SMS code is common for low-risk commercial quotes; use stronger authentication where regulatory or procurement rules require higher assurance.
How long should I keep signed quotations?
Retain for the contract term plus at least three years; healthcare records require six years under 45 CFR §164.530(j), and tax records follow IRC §6501(a) guidance.

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