Electronic Signature of a Commercial Quote

Why sign a quote electronically

Getting a quote signed is transforming a proposal into an order. The faster it happens, the warmer the prospect stays. Electronic signature allows you to move from "I'll think about it" to "approved and signed" in just a few minutes.

Concrete benefits:

• shortened sales cycle (1-3 days instead of 7-15)

• improved conversion rate (+15 to 30% depending on sectors)

• traceability of agreement (exact date, IP, identification)

Recommended level

Simple Electronic Signature (SES) is sufficient for the majority of commercial quotes. Fast, frictionless, legally valid: once signed, the quote is binding.

For high-value quotes (> €20,000) or regulated sectors, Advanced Electronic Signature (AES) provides additional security.

Typical procedure

• Draft the quote in your invoicing tool (Sellsy, QuickBooks, Sage…)

• Export as PDF

• Send via your signature platform, SES or AES

• Client signs from their mobile or computer

• Signed quote automatically returns to your CRM and accounting

"Approved" mention

Traditionally, the handwritten mention "Approved" was required before signature. With electronic signature, clicking "I sign" with OTP provides the same consent, legally equivalent.

You can nevertheless integrate a text field "Approved" in the electronic quote to reassure clients accustomed to paper.

Operational benefits

• Sales teams freed from manual follow-up

• Fewer "forgotten" or lost quotes

• Impressive responsiveness for the prospect

• Direct feed to invoicing (accounting gain)

Common mistakes

• Not including Terms and Conditions as an annex

• Using AES for a simple quote (over-engineered, unnecessary friction)

• Forgetting payment terms

• Not setting up automatic follow-ups

Real case study: Industrial SME

An industrial SME sent 150 quotes/month by email. Paper signature rate: 40%, average time: 8 days. Switch to electronic signature:

• signature rate: 62%

• average time: 2.5 days

• estimated annual sales gain: +€180,000 in additional revenue

How Certyneo helps you

Certyneo integrates with leading invoicing tools (Sellsy, Axonaut, Sage, Pennylane) to generate and send quotes to sign in one click. Reusable templates, automatic follow-ups, real-time sales dashboard.

FAQ

Does a quote signed with SES legally bind the client?

Yes, SES is legally valid. The proof can be assessed by the court but the commitment exists.

Can a signed quote be modified?

No. If modification is needed, you must reissue a new quote and get it signed.

Must Terms and Conditions be signed separately?

Ideally, integrate them into the quote in the same envelope.

How long should a signed quote be kept?

10 years (business record).

Must a sole trader sign their quotes?

Yes, best practice: it proves the existence of the commercial relationship.

Conclusion

Getting a quote signed electronically accelerates your sales cycle, improves your conversion rate, and secures your invoicing.

Try Certyneo to send, sign and track your documents online simply, quickly and securely.