Quotation Form
Use a Download Quotation Template template to make your document workflow more streamlined.
What a quotation form does
A Quotation Form presents a seller’s proposed products or services, prices, quantities, terms, and customer information for review and acceptance. It is generally a business document rather than a government filing, so its exact fields depend on the transaction and company process. With signNow, a sender uploads the quotation, reviews or places fillable fields, assigns recipients, and sends it for electronic signature. The completed document and audit trail can then be retained as evidence of the presented terms, signer action, and transaction history, subject to applicable contract and recordkeeping requirements.
Who benefits from quotation forms
Quotation forms help service providers and sales teams present consistent pricing, secure approval, and preserve signed transaction records.
Independent consultants can send polished quotations, collect client signatures, and retain completed copies without maintaining a separate paper workflow. Construction companies can route project quotations for review and signature between estimators, customers, and operations teams before work begins. Growing sales teams can standardize quotation templates, delegate sending, and connect signed documents to CRM or cloud-storage records.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Who uses quotation forms
Sales teams
Sales teams can complete customer quotations, service agreements, and approval forms while routing the right fields to buyers, account managers, and internal reviewers.
Service providers
Consultants and contractors can prepare project quotations, collect customer acceptance, and preserve signed copies alongside invoices, contracts, and delivery records.
Quotation form features and benefits
signNow combines structured quotation fields, recipient routing, electronic signatures, and audit records to keep pricing approvals traceable from preparation through storage.
Field detection
Upload an existing quotation PDF and let signNow identify fillable areas, reducing manual field placement before sending the document for approval.
Assigned fields
Place signature, date, and text fields for each recipient so pricing acceptance and customer details are completed in the intended locations.
Flexible delivery
Send a quotation by email or signing link while preserving recipient order and the document’s defined approval path.
Audit trail
Capture timestamps, signer actions, and document history in an audit trail that supports later review of the transaction.
Reusable templates
Reuse an approved quotation layout as a template, helping teams present consistent pricing and terms across customer engagements.
Connected records
Connect completed quotations with Salesforce, NetSuite, Google Drive, Box, or other named integrations for organized record handling.
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How a quotation form works
A quotation moves from prepared pricing document to signed business record through four controlled signNow workflow stages.
Upload document: Upload the quotation PDF to signNow. Detect fields: Auto-detect fields and review placement. Send to signers: Add recipients and send for signature. Archive record: Store the signed quotation with its audit trail.
Steps to complete a quotation form
Use this sequence to prepare a quotation, collect acceptance, and retain a complete transaction record in signNow.
Upload quotation:
Upload the current Quotation Form PDF to signNow. Check fields:
Review detected fields and add missing pricing or signature fields. Assign recipients:
Assign customer and internal recipients to each required field. Complete record:
Send, monitor completion, and download the signed record.
Security for quotation forms
Encryption:
SOC 2 Type II:
ISO 27001:
Privacy compliance:
HIPAA:
Signature laws:
Quotation form challenges to address
Manually copying customer details and line items into a quotation can introduce pricing, quantity, or contact-information errors. Unsigned quotations can leave sales teams without clear evidence that a customer reviewed and accepted the stated scope and price. Different quotation layouts make approvals harder to compare and increase the chance that an outdated version reaches the customer. Storing signed quotations without their audit trails can weaken the record needed to explain who signed and when.
Best practices for quotation forms
Accurate fields, controlled templates, deliberate routing, and complete records make a signed quotation easier to review and rely on.
Maintain one approved quotation template
Assign every field to its owner
Check pricing before sending
Preserve the signed transaction record
Platform requirements for quotations
Signers can review and complete a Quotation Form through supported web browsers, including Chrome, Firefox, Safari, and Edge, on Windows or macOS. signNow also provides mobile apps for iOS and Android, allowing quotation review and signing away from a desk.
Browsers Chrome, Firefox, Safari, Edge Desktop systems Windows and macOS desktops Mobile access iOS and Android mobile apps
Organizations should also confirm managed-device, identity, and retention policies before deployment. Teams connecting quotations to CRM, ERP, or storage systems should verify the selected integration, user provisioning method, and access permissions so completed pricing records remain available only to authorized personnel.
Legal standing of signed quotations
A signed quotation may support a U.S. contract record when the parties show intent, consent to electronic records, signer attribution, and reliable retention under ESIGN, 15 U.S.C. ch. 96, and applicable state law such as UETA. It does not replace documents excluded by ESIGN, including wills, court orders, and family-law decrees.
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Quotation form troubleshooting questions
These answers address signing, plan, identity, and record issues that can arise when a quotation moves from draft to accepted document.
Business includes legally binding eSignatures, templates, audit trails, and mobile apps at $8 per user per month when billed annually. Upload the quotation, assign fields, and send it for signature without moving the document into a separate signing system.
Business Premium adds bulk send at $15 per user per month when billed annually. It is relevant when one quotation template must be distributed to multiple recipients, but each recipient’s pricing and fields should still be reviewed before sending.
If a customer needs stronger identity verification, Enterprise includes advanced signer authentication at $30 per user per month when billed annually. Configure the authentication method based on transaction risk and organizational policy rather than treating every quotation as requiring the same control.
A signed quotation can support an electronic transaction when intent, consent, attribution, and record retention are established. ESIGN, 15 U.S.C. ch. 96, and applicable state law such as UETA govern the legal framework; signNow supplies the signing workflow and audit record.
signNow paid plans include 100 signature invites per user per year, with overage fees applying to subscription plans. If a high-volume quotation process exceeds that allowance, review the Site License option, priced at $1.50 per signature invite.
For a quotation containing protected health information, signNow identifies HIPAA compliance as requiring a BAA. Confirm the BAA and workflow controls before including PHI; otherwise, remove unnecessary health information from the quotation.
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