How to Get an Estimate, Quote or Proposal Signed Online
An estimate the client “approved” by phone is easy to forget, and easy to argue about later. A signed one isn't. The trick is making the signature so easy that the client does it on the spot, from their phone, before the excitement wears off. Here's how to send an estimate, quote or proposal for signature, what it should include, and why it protects you.
In 30 seconds
- Save the estimate as a PDF, mark where the client signs, and send a link by text or email.
- The client opens it on their phone, signs with a finger and you get the signed copy by email. No account for them.
- Add a checkbox to accept the terms and a field for the deposit or start date if you need it.
- A signed estimate, with date, time and a record of who signed, settles “I never agreed to that” before it starts.
Why get an estimate signed?
For contractors, designers, repair shops, event planners and agencies, the signed estimate is the moment a “maybe” becomes a job. A signature:
- Confirms the client accepted the price, the scope and the terms, not just a number they heard.
- Gives you a record if the scope grows later (“that wasn't in the estimate”).
- Speeds things up: clients sign while they're still deciding, not three days later.
- Lets you start work or order materials with less risk.
Estimate, quote or proposal: which is which
| Document | What it usually means | Common in |
|---|---|---|
| Estimate | An approximate price that can change if the job turns out different | Construction, auto repair, home services |
| Quote | A fixed price for a defined job, often valid for a set time | Products, installations, printing |
| Proposal | Scope, approach and price, often with terms; can work as the contract once signed | Agencies, consultants, events |
| Bid | A price offered to win a job, often against other bidders | Contracting, public projects |
The names overlap and the rules about how binding each is vary by state and trade. What matters is what the document says, so write it clearly.
What to include before you send it
- Your business details and license number if your trade requires one.
- The client's name and the job address.
- Scope: what's included and, just as important, what isn't.
- Price: itemized if you can, with tax, and whether it's an estimate or a fixed quote.
- Payment terms: deposit, milestones, due dates, accepted methods.
- Timeline: start date, estimated finish, and what can delay it.
- How long the price is valid (for example, 30 days).
- Change orders: how extra work will be priced and approved.
- An acceptance line: “By signing, the client accepts this estimate and the terms above.”
Some states set specific rules for home improvement contracts, such as written contracts above a dollar amount or a cancellation notice. If you work in that trade, check your state's rules. See also e-signatures for contractors.
How to send it for signature
- Export the estimate as a PDF from QuickBooks, Excel, Word, Google Docs or whatever you use. A photo of a handwritten estimate works too.
- Upload it at Sign a PDF and choose “Other people” (or “Others and me” if you sign as well).
- Tap “Mark where they sign” and place the signature box. Add fields with “+ Add a detail”: date, printed name, a checkbox for “I accept the terms,” or the job address.
- Send it. Enter the client's mobile number to send by text or WhatsApp (your phone opens the message, ready to send from your own number), or their email. Or copy the link and paste it anywhere.
- Get it back signed. You receive one email with the signed PDF and its certificate of completion. Check the status page any time; reminders go out by email every two days if they haven't signed.
The free plan includes 15 signature requests a month. Busy season? The Team plan is $25 a month for your whole crew, not per user, with up to 1,000 requests. See pricing.
What the client sees
They tap the link and the estimate opens in their phone's browser, in large type, with one button. They read it, fill in anything you asked for, sign with a finger and get their own copy. No account, no app, no password. That matters: every extra step is a chance for the client to put it off.
The signed PDF ends with a certificate of completion: the phone number or email the link was sent to, the IP address, device and browser, the date and time, a unique signer code and the document's SHA-256 fingerprint. If the client later says the price was different, anyone can check at /verify that the PDF hasn't been changed.
If you're the one approving an estimate
Got an estimate from a contractor and they asked you to sign and send it back? Open Sign a PDF, upload it, choose “Just me,” sign and download it. Free, no account. Before signing, check the scope, the total, the payment schedule and what happens if the job costs more than estimated.
Is a signed estimate binding?
An electronic signature on an estimate has the same legal effect as ink. Under the ESIGN Act, a contract “may not be denied legal effect, validity, or enforceability solely because an electronic signature or electronic record was used in its formation” (15 U.S.C. § 7001(a)). Whether the estimate itself is a binding contract depends on what it says: a signed proposal with scope, price and terms usually is; a rough “ballpark” estimate may not be. Write the acceptance line clearly. For bigger jobs, pair it with a full contract, or our independent contractor agreement template. This is general information, not legal advice.
FAQs
How do I get a client to sign an estimate online?
Save it as a PDF, upload it to an e-signature tool, mark where they sign and send the link by text or email. With MultiDocs the client signs on their phone without creating an account.
Can I send an estimate for signature by text message?
Yes. Enter the client's mobile number and your phone opens a text (or WhatsApp) with the signing link, sent from your own number at no extra cost.
Is a signed estimate a contract?
It can be, if it includes the essential terms (scope, price, payment) and the client signs to accept it. A vague estimate may not be enough. Ask a lawyer for your trade and state.
What's the difference between an estimate and a quote?
An estimate is an approximate price that can change; a quote is usually a fixed price for a defined job, valid for a set period.
Can I get a deposit with the signature?
MultiDocs doesn't collect payments. Put the deposit amount and payment instructions in the estimate, and collect it through your usual payment method.
Can I use my own logo?
Yes. You can add your logo to the emails and the signing page so clients recognize who it's from.
Official sources
- Cornell LII: 15 U.S.C. § 7001 (ESIGN general rule of validity)
- Cornell LII: 15 U.S.C. § 7006 (definitions)
We checked each source on November 6, 2026. If you spot something out of date, write to us at info@multidocs.es.