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 remains. Electronic signature allows you to move from "I'll think about it" to "approved and signed" in 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 quotations. Quick, 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 mobile or computer

• Signed quotation automatically returns to your CRM and accounting

"Approved" mention

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

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

Operational benefits

• Sales staff freed from manual follow-up

• Fewer "forgotten" or lost quotations

• Impressive responsiveness for the prospect

• Direct feed into invoicing (accounting gain)

Common mistakes

• Not including Terms & Conditions in annex

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

• Forgetting payment terms

• Not setting up automatic reminders

Real case: industrial SME

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

• signature rate: 62%

• average delay: 2.5 days

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

How Certyneo helps you

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

Discover Certyneo's electronic signature solution

FAQ

Does a quotation signed in SES commit the client?

Yes, SES is legally valid. Proof may be appreciated by the judge but the commitment exists.

Can a signed quotation be modified?

No. If modification is needed, you must issue a new quotation and have it signed.

Must Terms & Conditions 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, best practice: it proves the existence of the commercial relationship.

Conclusion

Having 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 securely.