What a SaaS order form is
A SaaS order form is the short document that turns an agreed price into a purchase. It names the buyer and seller legal entities, lists each subscription and service with its quantity, term and net price, sets the start date, the renewal terms, the billing frequency and the payment terms, and carries the signatures of people authorised to commit each side.
It rarely stands alone. Most B2B software is sold under a master agreement, called a master subscription agreement, master services agreement (MSA) or online terms of service, which holds the legal terms that apply to every purchase: liability, warranties, data protection, confidentiality and intellectual property. The order form holds the commercial terms of one purchase and refers to that agreement. The MSA is usually signed once; every new purchase, expansion or renewal gets its own order form under it.
A quote comes before the order form. The quote is the priced offer the buyer reviews and negotiates; the order form is what they sign once the price is agreed. Some sellers add a signature block to the quote and use it as the order form, which works only if it carries every commercial term and the reference to the governing agreement. Either way, the lines and prices on the order form should match the last approved quote exactly.
This template is not legal advice. Whether an order form binds either side, and how it interacts with your master agreement, depends on its wording, the agreement it refers to and the law that applies, so check with legal: the seller's counsel should approve the template, and the buyer's counsel should review the terms before anyone signs.
When to use an order form
- The buyer has accepted the quote and needs a document to sign that commits to the purchase.
- A master agreement is signed or agreed, and this purchase needs its own commercial terms under it.
- An existing customer is adding seats, modules or services mid-term and the new items must co-terminate with the current subscription.
- A subscription is renewing on new terms, such as a different quantity, term or price, rather than renewing automatically as it stands.
- Procurement needs a signed document to raise a purchase order or set the vendor up for payment.
Order form vs quote vs MSA (and SOW)
Four documents usually make up a B2B software deal. The practical differences are what each one covers, how often it is signed and who drafts it.
| Document | What it covers | How often it is signed | Who usually drafts it |
|---|---|---|---|
| Quote | The priced offer: items, quantities, terms, discounts and a validity date | Not always signed; reviewed and negotiated | Account executive, approved by the deal desk or sales manager |
| Order form | The commercial terms of one purchase: parties, items, term, start date, renewal, billing, payment terms, precedence and signatures | Once per purchase, expansion or changed renewal | Seller, from a template legal has approved |
| Master agreement (MSA) | The legal terms for every purchase: liability, warranties, data protection, confidentiality, intellectual property | Once per customer relationship, then amended | Seller's legal team, negotiated with the buyer's counsel |
| Statement of work (SOW) | The scope, deliverables, timeline and acceptance of professional services such as implementation | Once per services project | Services or implementation team |
The SaaS order form template
Copy the lines and prices from the last approved quote, then fill in the term, billing and precedence sections. Square brackets mark what you replace. Have legal approve the template once, so reps change only the commercial fields. This template is a starting point, not legal advice: the seller's and the buyer's counsel should review the terms before anyone signs.
Header and parties
| Field | What to write |
|---|---|
| Order form number | [OF-YYYY-NNNN]; one number per order form, never reused |
| Customer | [Customer legal entity, registered address and company number where relevant] |
| Seller | [Seller legal entity and registered address] |
| Customer contacts | [Business contact, billing contact with email, and the administrator who receives access] |
| Governing agreement | [Name and date of the master agreement or terms of service, with a link] |
| Quote reference | [Quote number and version this order form is built from] |
| Order effective date | [Date of the last signature, or a stated date] |
Subscription items and services
| Item | Description | Quantity and unit | Subscription term | Unit price | Discount | Net price |
|---|---|---|---|---|---|---|
| [Subscription product or plan] | [What is included, in one line] | [Licences, seats, usage tier or modules] | [Months] | [Price per unit per year] | [Amount or none] | [Price per year] |
| [Add-on module] | [What it adds] | [Quantity] | [Months, co-terminous with the main subscription] | [Price] | [Amount or none] | [Price per year] |
| [Implementation services] | [Scope, or a reference to the statement of work] | [Fixed fee or days] | One-time | [Price] | [Amount or none] | [Price] |
| [Training] | [Sessions, audience and format] | [Sessions] | One-time | [Price] | [Amount or none] | [Price] |
| Recurring total per year | [Sum of recurring net prices] | |||||
| One-time total | [Sum of one-time net prices] | |||||
| Total contract value | [Amount], before tax |
Start date, term and renewal
| Term | What to write |
|---|---|
| Subscription start date | [A calendar date, not "on signature" unless that is what you mean] |
| Subscription term and end date | [Months] / [end date] |
| Renewal | [Renews automatically for [x] months unless either party gives [x] days' written notice before the end date, or ends unless renewed by a new order form] |
| Price at renewal | [Same price, a stated price, or any cap on increases] |
| Usage limits and overage | [Included usage, how overage is measured and priced, or none] |
| Additional purchases | [Added items co-terminate with this order form and are prorated, or as agreed] |
Billing frequency and payment terms
| Term | What to write |
|---|---|
| Billing frequency | [Annually, quarterly or monthly, in advance] |
| Invoice timing | [Subscriptions invoiced on the start date and each anniversary; one-time items invoiced on signature or on delivery] |
| Payment terms | [Number of days from invoice date] |
| Currency and payment method | [Currency] / [Bank transfer, card or other] |
| Taxes | [Prices exclude applicable taxes, which are added to invoices] |
| Purchase order | [PO number required on invoices: yes or no; PO number if known] |
Order of precedence and special terms
| Term | What to write |
|---|---|
| Governing terms | [This order form is governed by the master agreement named above] |
| Order of precedence | [If this order form conflicts with the master agreement, which document governs, and for which terms] |
| Special terms | [Any term agreed for this purchase only, written in full, or none] |
| Purchase order terms | [Pre-printed terms on the customer's purchase order do not apply, if that is agreed] |
Signatures
| Field | What to write |
|---|---|
| Signed for the customer | [Name and title of an authorised signer] / [signature] / [date] |
| Signed for the seller | [Name and title of an authorised signer] / [signature] / [date] |
| How the parties sign | [Signing method agreed by both sides' counsel] |
Order form checklist before sending for signature
| Check | Why it matters |
|---|---|
| Lines, quantities and prices match the last approved quote | A mismatch reopens the negotiation or produces a wrong invoice |
| Customer legal entity and billing contact are correct | Procurement and accounts payable reject paperwork for the wrong entity |
| Start date is a calendar date and the end date follows from it | Billing, access and the renewal date all depend on it |
| Renewal and notice period are stated | Both sides know what happens at the end of the term |
| Billing frequency and payment terms match what was quoted | Finance on both sides bills and pays from this page |
| Governing agreement and order of precedence are named | Everyone knows which terms apply if two documents disagree |
| Signers are authorised, and counsel on both sides has reviewed the terms | A signature from someone without authority, or terms nobody checked, causes trouble later |
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Email me the filesSaaS order form example
Example: fictional company
Here is the template filled in for the same invented two-year deal as the sales quote example, after the buyer accepted quote version 2. Prices are fictional and shown in US dollars, before tax.
Ferncastle Analytics (seller) is sending its order form to Marlow & Finch Logistics (buyer) for a two-year subscription to its forecasting platform. Both legal teams have agreed Ferncastle's master subscription agreement, which is signed at the same time.
Header and parties
| Field | Example entry |
|---|---|
| Order form number | OF-2026-0088 |
| Customer | Marlow & Finch Logistics Ltd, Bristol, United Kingdom |
| Seller | Ferncastle Analytics Inc., Boston, Massachusetts |
| Customer contacts | Business: Dana Okafor, Director of Revenue Operations. Billing: accounts@marlowfinch.example. Administrator: Dana Okafor |
| Governing agreement | Ferncastle master subscription agreement, signed with this order form |
| Quote reference | Q-2026-0142, version 2 |
Subscription items and services
| Item | Description | Quantity and unit | Subscription term | Unit price | Discount | Net price |
|---|---|---|---|---|---|---|
| Forecasting platform | Forecast views, CRM sync and forecast call workflow | 1 organisation licence | 24 months | $30,000 a year | $3,000 a year | $27,000 a year |
| Advanced analytics module | Deal change history and pipeline trend reports | 1 module | 24 months | $8,000 a year | None | $8,000 a year |
| Implementation services | As described in statement of work SOW-2026-031 | Fixed fee | One-time | $6,000 | $3,000 | $3,000 |
| Admin and manager training | Two live sessions for administrators and regional managers | 2 sessions | One-time | $2,000 | None | $2,000 |
| Recurring total per year | $35,000 | |||||
| One-time total | $5,000 | |||||
| Total contract value | $75,000, before tax |
Term, billing and precedence
| Term | Example entry |
|---|---|
| Subscription start date and term | 1 December 2026, for 24 months, ending 30 November 2028 |
| Renewal | Renews for 12 months unless either party gives 60 days' written notice before the end date |
| Price at renewal | Recurring prices may rise by no more than 5% at renewal |
| Billing and payment terms | Subscriptions invoiced annually in advance on 1 December; implementation and training invoiced on signature; payment within 30 days of invoice |
| Purchase order | Required: PO number to be supplied by Marlow & Finch before the first invoice |
| Order of precedence | This order form governs for items, prices, term and billing; the master subscription agreement governs everything else. Pre-printed purchase order terms do not apply. |
Signatures
| Field | Example entry |
|---|---|
| Signed for the customer | Helen Avery, Chief Financial Officer, 26 November 2026 |
| Signed for the seller | Tom Hendry, VP Sales, 26 November 2026 |
Example: fictional company. Ferncastle Analytics, Harborview Metrics, Marlow & Finch Logistics and every person named in this example are invented for illustration. Any resemblance to real companies or people is coincidental.
How to fill in a SaaS order form
Start from the approved quote
Copy items, quantities, terms and net prices from the last approved quote version and write its number on the order form. Retyping prices from memory or an old thread is how mismatches get signed.
Use legal entities, not brand names
Write the registered names and addresses of the companies that will sign and pay. Confirm the billing contact and any purchase order requirement with procurement before you send it.
Fix the dates
Give a calendar start date and the end date that follows from the term. If the subscription starts on signature, say so explicitly, because billing, access and renewal all run from this date.
State renewal and billing plainly
Write whether the subscription renews automatically, for how long, the notice period and any limit on price increases, then the billing frequency, invoice timing and payment terms that were quoted.
Name the governing agreement and precedence
Refer to the master agreement by name and date, and say which document governs if the two conflict. Put any deal-specific term in the special terms section in full rather than in an email.
Have counsel review, then send for signature
Legal approves the template once and reviews any special terms; the buyer's counsel reviews it on their side. Send it to authorised signers with a note on what happens next, and keep it with the deal's mutual action plan.
Common order form mistakes
No order of precedence
When the order form and the master agreement disagree on payment terms or renewal and neither says which wins, the argument starts after signature. Name the governing document for each kind of term.
Prices that differ from the quote
A line retyped from an older version, or a discount the deal desk never approved, ends up signed. Copy from the approved quote and cite its number.
"Starts on signature" with no date
If signatures land on different days, nobody knows when billing, access and the term begin. Write a calendar date.
Silent auto-renewal
A renewal clause buried in the master agreement surprises the buyer a year later. State renewal, notice period and price at renewal on the order form itself.
Purchase order terms taking over
Some purchase orders carry their own pre-printed terms. Say on the order form whether they apply, so the negotiated terms are the ones that count.
Add-ons that do not co-terminate
An add-on bought mid-term with its own 12-month term creates a second renewal date. Prorate it to end with the main subscription unless both sides agree otherwise.
How Revspire runs this template
An order form is only as accurate as the quote it is built from. Revspire CPQ builds quotes from guided configuration and global price books, and routes discounts for approval automatically by margin, discount depth or contract value, with real-time discount and margin guardrails, so the items and prices you carry onto the order form are ones the business has already approved.
In a Revspire Digital Sales Room, the quote and the order form can be shared securely with the rest of the deal material, next to the mutual action plan that dates legal review and signature.
SaaS order form template FAQs
What is a SaaS order form?
It is the document a buyer signs to commit to a software subscription. It lists the parties, the subscriptions and services with quantity, term and price, the start date, renewal, billing and payment terms, and refers to the master agreement that holds the legal terms. Each new purchase or changed renewal gets its own order form.
What is the difference between an order form and an MSA?
The master agreement (MSA) holds the legal terms for every purchase, such as liability, warranties, data protection and confidentiality, and is usually signed once. The order form holds the commercial terms of one purchase, such as items, prices, term and billing, and refers back to the MSA. Many purchases can sit under one MSA.
What is the difference between a quote and an order form?
A quote is a priced offer the buyer reviews and negotiates, with a validity date. An order form is the document the buyer signs once the price is agreed, with the start date, renewal, billing and precedence terms. Some sellers add a signature block to the quote instead, which works only if it carries all of those terms.
What does order of precedence mean on an order form?
It says which document governs if the order form, the master agreement and any other document conflict. A common approach is that the order form governs for its commercial terms and the master agreement governs everything else, but the right wording depends on your agreements, so agree it with legal.
Is a signed order form legally binding?
It is usually intended to be once authorised signers on both sides have signed it, but whether and how it binds depends on its wording, the agreement it refers to and the applicable law. This page is not legal advice: have the seller's and the buyer's counsel review the terms before signature.
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