Electronic Signature of a Commercial Quotation

Why sign a quotation electronically

Getting a quotation 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 signature (SES) is sufficient for the majority of commercial quotations. Fast, frictionless, legally valid: once signed, the quotation is binding.

For high-value quotations (> €20,000) or regulated sectors, AES provides additional security.

Typical procedure

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

• Export to PDF

• Send via your signature platform, SES or AES

• Client signs from their mobile or computer

• Signed quotation automatically returns to your CRM and accounting

"Approved" mention

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

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

Operational benefits

• Sales teams freed from manual follow-up

• Fewer "forgotten" or lost quotations

• Impressive responsiveness for the prospect

• Direct feed into invoicing (accounting gain)

Common mistakes

• Failing to include T&Cs in annex

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

• Forgetting payment terms

• No automatic follow-up

Real case: Industrial SME

An industrial SME sent 150 quotations/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 commercial gain: +€180,000 additional turnover

How Certyneo helps you

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

FAQ

Does a quotation signed in SES legally bind the client?

Yes, SES is legally valid. Evidence may be assessed by the court but the commitment exists.

Can a signed quotation be modified?

No. If modifications are needed, a new quotation must be issued and signed.

Must T&Cs be signed separately?

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

How long should a signed quotation be kept?

10 years (commercial document).

Must a sole trader sign their quotations?

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

Conclusion

Getting a quotation 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 safely.