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 go 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 sector)

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

Recommended Level

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

For high-value quotations (> €20,000) or regulated sectors, advanced electronic signature (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 for Agreement" Statement

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

You can nevertheless include an "Approved for agreement" 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 to invoicing (accounting gain)

Common Mistakes

• Not including terms and conditions as an annex

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

• Forgetting payment terms

• Not setting up 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 revenue

How Certyneo Helps You

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

FAQ

Does a quotation signed in SES bind the client?

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

Can a signed quotation be modified?

No. If modifications are needed, you must issue a new quotation and have it signed.

Must the terms and conditions be signed separately?

Ideally, include them in the quotation within 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

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 securely.