Order form template

What is an order form?

An order form is a contractual document used to request and confirm specific goods or services from a supplier or vendor.

Unlike the broader scope of an MSA, an order form focuses on a single transaction, detailing the particulars of the order. This usually includes:

• the quantity, price;
• delivery terms; and
• any additional terms or conditions specific to that particular transaction.

How is an order form a contract?

An order form becomes a legally binding contract when it is accepted by the seller. By signing the order form, the seller agrees to deliver or produce the product specified in the form.

In the same vein, the buyer is then legally obligated to submit the agreed payment for the product or service.

How does an order form work?

An order form allows customers to request specific products or services from a business.

Roughly speaking, a transaction using a n order form looks like this:

1. The customer fills in their personal information, usually their name, address and contact details.
2. Next, they specify the products or services they want, including quantities. This can include more detail, in a t shirt order form for example it sizes would be usually included.
3. Once completed, the form is sent to the business (online or by post).
4. The business then processes the order, often verifying the information and confirming with the customer before delivery or pickup.
5. Finally, the customer pays for the order. This could be upfront or upon delivery, based on the company's payment policy.

So, an order form essentially helps in capturing customer requests accurately and efficiently.

Why should you use an order form?

The main purpose of an order form is to establish a clear understanding between the buyer and the seller regarding the specifics of the order. In fact, order forms prove instrumental for both buyers and sellers in a number of ways:

• Clarity and specificity: Order forms minimize misunderstandings and discrepancies by clearly specifying the details of the order, from the quantity and quality to the delivery terms. This means that both parties are on the same page, literally. ‍
• Legal protection: Order form contracts provide legal protection for both buyers and sellers. They establish the terms and conditions of the transaction, protecting parties from potential disputes and ensuring that their rights and obligations are clearly defined.‍
• Efficient record-keeping: Order forms serve as tangible evidence of a transaction, ensure accurate record-keeping and make it easier to reference and track future orders. This is particularly useful in situations where disputes, warranty claims or audits arise.‍
• Streamlined processes: Using a standard order form template means that businesses can streamline their procurement and sales processes. Predefined terms and conditions reduce the need for negotiation in every transaction, saving both time and effort.

What should an order form template cover?

While the exact structure may vary depending on the industry and business practices, the following sections are commonly found in order form contracts:

1. Header and title

The order form begins with a prominent header that includes the title, date and an identification number, if applicable. This information helps identify and reference the specific order form when needed.

2. Parties and contact information

This section outlines the identities and contact details of the buyer and the seller. It is essential to accurately identify the parties involved for clarity and to avoid confusion.

3. Order details

It is important to provide a comprehensive description of the goods or services being ordered. This must include specifics such as the quantity, model or product number, size, colour, and any other details that ensure the accurate fulfilment of the order.

4. Pricing and payment terms

In this section, the order form outlines the agreed-upon price, any applicable discounts or taxes and the accepted payment methods. Additionally, it may include details about invoicing, payment due dates and consequences for late or non-payment.

5. Delivery and shipping terms

This section addresses the logistics of the order, including the expected delivery date, shipping method, and responsibility for shipping costs. It may also cover issues related to damages, delays, or loss during transportation.

6. Terms and conditions

Like in an MSA, order forms often incorporate the general terms and conditions that govern the transaction. These may include warranties, liability limitations, dispute resolution mechanisms and other provisions that protect the interests of both parties.

How are order forms typically managed?

Managing order forms guarantee accurate documentation, efficient processing and compliance with contractual obligations.

However, relying on manual, tedious approaches can hinder productivity and increase the risk of errors. So, what are the challenges associated with manual order form process?

1. Order form creation

One of the primary challenges with manual order form management is the time-consuming process of creating order forms from scratch for each transaction. Manually entering details such as product information, quantities, pricing, and terms can lead to human error and delays.

2. Negotiation and collaboration

Manual order form management often relies on email exchanges, phone calls, or in-person meetings for communication and collaboration among stakeholders. This approach can lead to miscommunication, delays in response, and difficulties in tracking conversations related to specific order forms.

3. Approvals and wet ink signatures

In a manual approach, obtaining approvals and signatures for order forms often involves a paper-based workflow. This can cause delays, as physical documents need to be circulated, signed and returned. By creating friction at this stage, you can slow down sales cycles and make it harder to capture revenue.

4. Storage and tracking

With manual order form management, tracking the status and progress of each order can be challenging. Traditional methods such as filing cabinets or spreadsheets offer limited visibility, making it difficult to monitor the lifecycle of order forms, identify bottlenecks or track key milestones.

5. Data entry and reporting

Manual order form management often involves repetitive data entry tasks, increasing the risk of data entry errors and consuming valuable time and resources. Finding what you need can also be challenging without strong reporting capabilities.

Can you automate order forms?

Fortunately, sales reps can use Juro to automate their order forms using automated order form templates. These templates are pre-defined by legal teams and can be used to generate order forms in seconds.

Juro's AI contract management solution offers integrations with your CRMs, allowing data to move seamlessly from order records in the CRM into the order form template to populate it automatically.

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This eliminates the need for manual data entry and empowers sales reps to self-serve on contracts like MSAs and order forms, rather than waiting on legal to close these all-important deals.

It also means that your sales team can safely automate up to 75% of their routine contract admin work, allowing them to focus on the higher-value tasks like sourcing and closing out deals.

To find out more about how this workflow would look like with your CRM, check out the guides below:

• How to manage contracts in Salesforce
• How to manage contracts in HubSpot
• How to manage contracts in Pipedrive
• How to manage contracts in Copper CRM
• How to manage contracts in Sugar CRM
• How to manage contracts in Zoho CRM

Juro users can also edit, negotiate, approve, electronically sign, store and track their order forms within the platform.

This is because Juro's collaborative, flexible and data-rich AI enabled solution empowers businesses to agree and manage contracts in one unified workspace.

Sales has gone from using three tools, a shared drive, emails, PDFs, and involving the legal team, to having one tool for everything - Callum Hamlett, Senior Revenue Operations Analyst, Paddle

Our teams love Juro because it’s easy to use. Sales rank it as one of their top tools they can’t work without - Victoria Sörving, Chief Legal Officer, Funnel

If you want to join the 6000+ businesses that already use Juro to power their contracts, hit the button below to book your personalised demo.

Plus, if you want to find out more about how Juro's contract management platform can benefit sales teams throughout the contract lifecycle, check out this guide to CLM software for sales teams.