Many B2B buyers need a PDF for internal approval, procurement records, or a signature. The document is useful only when it represents the same products, prices, delivery assumptions, and validity date as the online quote. Otherwise the buyer may sign one version while Magento converts another.
Treat the online quote as the working record
Negotiation belongs in the quote workflow: messages, counterprices, attachments, changes, and approvals. Generate the PDF from the approved commercial version rather than editing a document separately in office software.
SoftwareSilo B2B Quote records revisions when commercial data changes. The PDF should be associated with the relevant revision and regenerated after a change that affects the offer. A file name alone is not enough to distinguish versions.
What belongs in a B2B quote PDF
At minimum, make these elements unambiguous:
- quote number and date;
- seller and buyer identities;
- products, descriptions, quantities, unit prices, discounts, fees, tax, and totals;
- billing and delivery addresses where relevant;
- payment and shipping assumptions;
- validity date;
- customer and sales contact;
- reference to terms, attachments, or project details;
- revision or version information.
The core module includes several PDF layouts and store-level settings for company information, logo, footer, customer item notes, and download restrictions by quote status.
When a visual PDF editor helps
The separate PDF Designer add-on is useful when different stores, brands, or sales processes need their own presentation. It provides a visual layout editor, preview, reusable variables, font management, store-scoped activation, and optional QR-code or barcode elements.
Keep the design readable. Procurement teams scan item tables and totals more often than they admire decorative sections. Test long product names, many items, tax combinations, page breaks, and missing optional fields.
Add signatures to the workflow, not beside it
The OpenSign add-on connects B2B Quote to a self-hosted OpenSign installation. It can require a signature before acceptance, submit the quote PDF for signing, process signed-status updates through a protected webhook, and retain the original and signed documents with signer and timestamp information.
When signing is required, the quote is protected from further editing. This prevents a signed document from drifting away from the commercial data used for acceptance. If the terms change, create a new revision and begin a new signing process instead of altering the signed version.
A controlled document sequence
- Sales completes pricing and delivery assumptions.
- The quote reaches its approved customer-facing status.
- Magento creates a PDF for that revision.
- OpenSign invites the authorised signer.
- The signed result returns through the configured webhook.
- Magento records the signature result and permits the intended acceptance step.
- The accepted data becomes the order.
Configure the signing link expiry and webhook secret, and keep API credentials encrypted. Monitor failed callbacks so a valid signature does not remain unnoticed.
Do not confuse a signature feature with legal advice
Electronic-signature requirements vary by country, document type, contracting process, and risk. Confirm identity, retention, evidence, and signature-level requirements with qualified legal counsel. The software can enforce a process and preserve documents; it cannot decide which signature standard your contract requires.
Checks before release
- Does the PDF show the same totals and currency as the online quote?
- Can a customer download only documents allowed by the current status?
- Is every signed PDF tied to a specific revision?
- Are changes blocked after signature submission where required?
- Does a failed or expired signature return a useful state?
- Is the webhook authenticated and safe to retry?
- Are original and signed documents retained under the right access rules?
- Does acceptance convert the signed commercial version?
Frequently asked questions
Can Magento 2 create quote PDFs without the designer add-on?
Yes. The core module includes PDF generation and multiple built-in layouts. PDF Designer adds visual layout management and richer branding options.
Is OpenSign included in B2B Quote?
The integration is a separate add-on and requires an available self-hosted OpenSign service.
Can the customer accept without signing?
That depends on configuration. When signature-before-acceptance is required, acceptance remains blocked until the signing process is completed.
What happens when the quote changes after signing?
Do not alter the accepted document silently. Create a new revision, generate a new PDF, and collect a new signature when the change is material.
See SoftwareSilo B2B Quote for the core PDF workflow and available document add-ons.