How To A Quotation Form

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What a quotation form does

A quotation form records the proposed price and terms for a defined product or service before a customer accepts them. It usually identifies the seller and customer, lists items or work, states quantities and prices, calculates taxes or discounts, and shows the total, payment terms, validity period, and signature fields. With signNow, upload the quotation, review or add fillable fields, assign recipients, send it for electronic signature, and retain the completed document with its audit trail. A quotation is not automatically a government filing or binding contract; its legal effect depends on the language, acceptance, and applicable law.

How to complete a quotation form

Complete the quotation by entering transaction details, assigning signers, and preserving the signed copy with its audit trail.

Upload the form:
Upload the quotation template to signNow and review its required fields.
Add quotation details:
Add customer, item, price, tax, total, and signature fields.
Assign recipients:
Assign each field to the customer, sales representative, or approver.
Send for signature:
Send the completed quotation for review and electronic signature.

How a quotation form works

A quotation becomes a traceable electronic transaction when its commercial details, recipients, signatures, and completion evidence stay together.

Upload: Upload the quotation template.
Configure: Place pricing and signature fields.
Send: Route it to customer signers.
Archive: Store the signed quotation and audit trail.

Setting	Recommendation
Authentication method	Email verification with SMS OTP
Signature type	Legally binding electronic signature
Audit trail	Exported certificate of completion
Document retention	Three years for federal tax records
Encryption	TLS 1.2/1.3 and AES-256

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Authenticate signer:

Records the signer’s email or configured authentication event.

Capture timestamps:

Captures signing time and related action timestamps.

Hash document:

Associates the completed document with integrity evidence.

Seal document:

Preserves changes through a tamper-evident completion record.

Track activity:

Logs views, sends, signatures, and recipient actions.

Export audit trail:

Allows authorized users to retrieve or export evidence.

Security controls for quotation signatures

Digital certificate:

PKI-based certificate

Certificate standard:

X.509 certificate chain

Two-factor identity:

Two-factor authentication

SMS OTP:

SMS one-time password

ID verification:

Identity proofing controls

Audit evidence:

Signer action evidence

Connect quotations to business systems

Connect quotation workflows with CRM, ERP, cloud storage, and project systems to move approved pricing into the records teams already use.

Prepare the quotation

Enter products, quantities, prices, taxes, terms, and expiration details.

Deliver to signers

Send the quotation by email or a signNow signing link.

Customer turnaround

The customer reviews pricing and signs electronically.

Archive the agreement

Download the signed quotation and retain its completion certificate.

Best practices for quotation records

Accurate fields, controlled revisions, signer attribution, and documented retention make a quotation easier to review and defend.

Separate prices from approval terms

Use one approved quotation template for each service line, with clearly labeled fields for scope, quantities, unit prices, taxes, discounts, totals, payment terms, and expiration. Lock standard language where appropriate, then test the template with a sample customer before production use.

Assign fields to the right signer

Assign every editable quotation field to the correct recipient before sending. Customer approval should cover the exact scope and total, while internal users retain responsibility for preparing prices, taxes, and commercial conditions.

Preserve every signed version

Create a new signNow signing event whenever a signed quotation changes. Keep the superseded version, the replacement version, and each certificate of completion together so reviewers can distinguish agreed pricing from later revisions.

Apply the correct retention rule

Retain quotation records according to the underlying transaction and applicable law. Federal tax records generally follow IRC §6501(a): three years from filing, six years for substantial understatement, and longer for fraud or no return.

Quotation privacy and disclosure pitfalls

Including customer addresses, bank details, or tax identifiers in an emailed quotation can expose personal information beyond the intended recipients.
A customer may sign without receiving the ESIGN consumer disclosure when the quotation is part of a consumer-facing electronic transaction.
Sending a quotation from a shared account can weaken attribution because the audit trail may not identify the individual who prepared or approved it.
Changing prices or scope after signature without a new signing event can create conflicting versions and undermine evidence of customer approval.

Legal standing of electronic quotations

A quotation signed electronically can be evidence of intent and agreement under ESIGN, 15 U.S.C. ch. 96, and applicable state law such as UETA or New York ESRA. The record should identify the signer, preserve consent and transaction history, and remain reproducible. Wills, codicils, court filings, and family law decrees are excluded from ESIGN.

Why teams look for DocuSign alternatives

Documents outside quotation use

Real-estate deed

May require notarization

Wills and codicils

Excluded from ESIGN

Family law decree

Excluded document class

Court filing

Follow state requirements

Quotation form troubleshooting and FAQs

These answers address quotation-field setup, signer identity, retention, legal effect, and signNow plan considerations for U.S. business transactions.

A quotation is not itself a prescribed federal form, so no single government deadline applies. Set an offer-expiration date in the document and follow the transaction terms agreed with the customer. signNow can route the quotation for signature and preserve the resulting audit trail.

Upload the quotation PDF again, then use signNow’s field placement tools to add customer, price, total, date, and signature fields. Auto-detection can assist with fillable fields, but review every detected field before sending because quotation layouts vary.

Use signNow’s signer authentication options, including email verification and SMS OTP, when the quotation value or customer identity requires stronger evidence. For consumer-facing transactions, provide the electronic-record disclosure required by ESIGN, 15 U.S.C. §7001(c).

The signNow Business plan is $8/user/month when billed annually and includes templates and audit trails. Business Premium is $15/user/month billed annually and adds bulk send, which helps distribute repeated quotation forms.

For federal tax records connected to a quotation, retain supporting records for three years from filing under IRC §6501(a), six years when 25% or more income was understated, or longer for fraud or an unfiled return.

A signed quotation can provide evidence of intent, attribution, and the transaction record under ESIGN and applicable state law, including UETA or New York ESRA. Preserve the final document, signer history, timestamps, and certificate of completion together.

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