Insertion orders the advertiser and agency both sign
The booking, the agency's PO number, your material deadline and cancellation terms in one order, signed by both sides.
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Media sellers use QuoteCloud to send insertion orders: booking details with the agency's PO number as a data item (or a Forms block field on Business), every placement in a price table, locked booking terms, an expiry date that ends the hold, and signature blocks for the agency and the advertiser, who each sign online before the deposit is paid.
An insertion order from a fictional media owner, Marrick Media Group, for the Cold Brew Tonic launch. The agency's PO number, BMP-PO-20931, is typed into its field below the advertiser, agency, flight and material deadline. The booked placements total $76,890.00 including tax. Then the agency's block, Tess Holloway, and the advertiser's block, Mira Delacroix, are both stamped Signed, and the chip that read "Booking held until Fri 6 Nov 2026" turns to "Confirmed · deposit $15,378.00 paid".
One insertion order, four pages, two signatures
The booking for the Pelorus launch as the agency receives it, from Marrick Media's insertion order template. The same placements as the signed media plan.
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Marrick Media GroupInsertion order MM-IO-4471 Sample · fictional media owner
Booking details
- Advertiser
- Pelorus Drinks Co.
- Agency
- Brolga Media Partners
- Campaign
- Cold Brew Tonic summer launch
- Flight
- Mon 30 Nov 2026 – Sun 24 Jan 2027
- Key number
- MM-PEL-2611
- Material deadline
- Fri 20 Nov 2026, 5 pm
- Agency PO number
- BMP-PO-20931 A data item filled in before sending
Booking held until Fri 6 Nov 2026Expiry date · shows in Expiring Soon
Booking terms Locked block
- Cancellation needs 21 days' written notice before the first spot; later cancellations are charged in full.
- A spot or placement that doesn't run as booked is made good at an equal or better time, at no charge, in a revised version of this order.
- Rates are net of agency commission and exclude tax.
- Audience figures are our own estimates and are not guaranteed.
Booking & terms
Booking details, the PO and locked terms
Advertiser, agency, flight, key number and the material deadline, then the agency's PO number and the date the booking is held until. The booking terms are a locked block, so no rep can soften the cancellation clause (Business).
Content locking -
Marrick Media GroupInsertion order MM-IO-4471 Sample · fictional media owner
Booked placements
Item Qty Rate Amount Radio · Marrick 96.3 FM $12,900 Breakfast & drive rotation25 × 30s spots a week · 30 Nov – 27 Dec, 11 – 24 Jan6 weeks $2,150 $12,900.00 Bonus 15-second spotsRun of station, at no charge20 spots $0 $0.00 News site · The Courier online $17,000 Homepage & news display75,000 impressions a week · 30 Nov – 24 Jan8 weeks $1,650 $13,200.00 Homepage takeoverSat 12 Dec1 day $3,800 $3,800.00 Podcast · The Coastline Weekly $5,200 Host-read mid-rollOne episode a week, 8 episodes8 episodes $650 $5,200.00 Outdoor · Marrick Roadside $23,200 Digital roadside screens, 4 sites10s slot · 14 Dec – 10 Jan4 weeks $5,800 $23,200.00 Print · The Courier Weekend $10,400 Half page, full colourSat 5 & 19 Dec, 2 & 16 Jan4 insertions $2,600 $10,400.00 Campaign services $1,200 Trafficking, scheduling & weekly delivery reportMaterial checks, rotation and Monday reports1 campaign $1,200 $1,200.00 - Subtotal
- $69,900.00
- Tax (10%)
- $6,990.00
- Total
- $76,890.00
- Plus, monthly
- $0.00/mo
- Deposit on signing (new advertiser) (20%)
- $15,378.00
Placements
Every placement that was booked
The same lines as the media plan, revised into the order rather than typed again: spots, display, podcast, roadside and print, with the deposit for a new advertiser.
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Marrick Media GroupInsertion order MM-IO-4471 Sample · fictional media owner
Version historyVersion history: Business plan
- Version 2Make-good: 6 breakfast spots missed on Fri 11 Dec re-run Mon 14 – Wed 16 Dec, at no charge. Total unchanged.Mon 14 Dec · Ruby Ng · Signed by both
- Version 1Booking confirmed as planned in MM-MP-2611.Wed 28 Oct · Ellen Faraday · Signed by both
Versions
Changes as a revised version
A missed spot made good is version 2 of the order, signed again by both sides. Version 1 stays in the history (Business).
Make-goods & revised bookings -
Marrick Media GroupInsertion order MM-IO-4471 Sample · fictional media owner
Confirm the booking and pay the deposit
2 of 2 signed
- Tess HollowayAgency · Brolga Media Partners SignedWed 28 Oct, 10:12 am
- Mira DelacroixAdvertiser · Pelorus Drinks Co. SignedWed 28 Oct, 3:40 pm
Deposit on signing (new advertiser) (20%)
$15,378.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Order openedTess Holloway, Brolga Media Partners
- PO number confirmedBMP-PO-20931
- Signed by agency and advertiserCertificate of authenticity attached
- Deposit paid on signing$15,378.00 via Stripe
- Version 2 signedMake-good of 14 Dec, no charge
Signatures
Agency and advertiser, each in their own block
Both sign in their own browser with no account. The deposit is paid on signing, and the activity shows the PO confirmed and version 2 signed.
The agency's PO number, in the order before anyone signs
Accounts can't invoice without the PO number, so put it in the order. Fill it in before sending as a data item, typed by your team or set by the automation that creates the order.
Or, on the Business plan, add a required field with the Forms block and the buyer types the PO number in the order as they sign. Either way it's in the signed document your accounts team works from.
- A data item filled before sending
- Or a required Forms block field (Business)
- Kept in the signed order and its PDF
Forms block: Business plan
Forms inside documentsWhere the PO number comes from
Filled in before sendingA data item
Agency PO number
BMP-PO-20931
Typed by your team from the agency's brief, or set by an automation when it creates the order
Essentials and up
Typed by the buyer while signingA Forms block field
Your PO number Required
The agency enters it in a required field in the order, then signs
Forms block: Business plan
QuoteCloud carries the agency's PO number in the signed order. It doesn't create purchase orders or invoices.
What changes when the IO goes out from QuoteCloud
The same insertion order, before and after. No statistics: just where each part of the job ends up.
Send your next insertion order from QuoteCloud
Free for 14 days, no credit card required. Send us your current IO and we'll convert one template for you during the trial.
Signed by both, then onto the traffic sheet
When the order is signed, a Zapier trigger can start the rest: a row on your traffic sheet with the key number, flights and PO, an email to traffic about the material deadline, and the deal updated in your CRM.
The trigger is QuoteCloud's; the steps after it are a zap your team builds. No traffic, scheduling or ad-server system is connected natively, so this works wherever your system has a Zapier connector or an API.
- Triggers: Recipient Signed Document, Document Payment Event
- Google Sheets through Zapier
- Your CRM through Zapier, Make or the API
Zapier, Make and the API: Essentials and up (document creation fees apply to API and Zapier)
CRM, traffic & accounting integrationsAfter both sign: the booking to the traffic sheetZapier · illustrative
- When · QuoteCloudRecipient Signed DocumentMM-IO-4471 · signed by the advertiser and the agency
- Then · Google SheetsCreate spreadsheet rowTraffic sheet: key number MM-PEL-2611, flights, PO BMP-PO-20931
- Then · EmailSend outbound emailTo traffic: material due Fri 20 Nov, 5 pm
- Then · Your CRMUpdate dealStage: Booked · $76,890.00
QuoteCloud's Zapier trigger is real; the steps after it are a zap your team builds. No traffic, scheduling or ad-server system is connected natively.
From the signed plan to a confirmed booking
How a media seller turns an approved plan into an insertion order both sides sign.
Revise the plan into an IO
Start from your insertion order template, or revise the signed plan, so the lines carry over.
Fill the booking details
Key number, flight dates and material deadline as data items, plus the agency's PO.
Lock the terms
Use the locked booking terms block from your content library (Business).
Set the hold
Give the order an expiry date for the day the hold ends, and a deposit for new advertisers.
Send to both signers
Add the agency and the advertiser as signers and send the order.
Insertion order questions, answered
Can the advertiser and the agency both sign an insertion order?
Yes. Add each as a signer and each gets their own signature block. They sign in their own browsers with no account, and the order shows who has signed and who hasn't. The certificate of authenticity and audit trail record both signatures. eSignatures are on every plan.
How do I put the agency's PO number in the order?
Two ways. Fill it in before sending as a data item, typed by your team or set by an automation that creates the order. Or, on the Business plan, add a required Forms block field so the buyer types it while signing. QuoteCloud carries the PO; it doesn't create purchase orders or invoices.
Can I stop reps changing the booking terms?
Yes, on the Business plan. Save your booking terms as a locked block in the content library and add it to the insertion order template. Reps can use the block but can't edit it, so the cancellation and make-good clauses are the same in every order. The terms are your own wording, not legal advice.
What happens when a booking changes after signing?
Revise the last version, change the lines, and send it to both sides to sign again. On the Business plan, version history keeps every earlier version, so you can show what the original booking was. A make-good is your decision; QuoteCloud doesn't schedule or reschedule spots.
Can big discounts on an order need approval?
Yes, on the Business plan. An approval rule on discount percentage or total value holds the order In Review until the named approver approves it, so a large upfront or a deep discount is checked before the agency sees it.
Does the signed order go to our traffic system?
Not natively. QuoteCloud has no traffic, scheduling or ad-server integration. A Zapier trigger such as Recipient Signed Document can add a row to a Google Sheets traffic sheet or send details on to a system with a Zapier connector or an API. Zapier is on the Essentials plan and up.
More for media sellers
Every page of the QuoteCloud advertising & media microsite.
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Media plans & advertising proposalsPlacements by channel, flight dates and rates in price tables, a flighting chart, and audience figures labelled as your own estimates.Explore
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Sponsorship packages for clubs & eventsBronze, silver and gold as one choice, add-on assets the sponsor ticks, and the season signed and part-paid in one document.Explore
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Rate cards, placements & discount approvalsEvery placement in your product catalogue at rate-card price, and any discount past your limit sent for approval before it goes out.Explore
- Creative & production quotesPre-production, shoot and post as phases with a Gantt, cutdowns as options, and a deposit to lock in the shoot days.
- Print, digital, radio & podcast ad salesOne proposal across your masthead, website, stations and podcasts, priced per spot, per insertion or per thousand impressions.
- Outdoor, billboard & signage bookingsSites and faces by week, print and install as their own lines, site photos in the proposal and the booking held until its expiry date.
- Make-goods, changes & revised bookingsA missed spot or a changed flight sent as a revised version of the booking, with every earlier version kept and signed again.
- Signing & deposits for new advertisersAdvertiser and agency sign in their own browsers, and a deposit or prepayment is paid by card or PayPal on signing.
- Season & upfront packages, bulk-sentNext season's packages sent to every advertiser as their own copy, with an expiry date and a list of who opened and accepted.
- CRM, traffic & accounting integrationsYour CRM, booking or traffic sheet and accounts through Zapier, Make or the API, with Pipedrive, Xero and QuickBooks native on Business.
- Advertising proposal templatesReal QuoteCloud templates for advertising proposals, social and PPC campaigns, and editorial-style sales quotes.
- QuoteCloud implementation for media sellersYour rate card in the catalogue, a template per document type, discount rules set up and the sales team trained.
- FAQAnswers to the questions media owners, agencies, production companies and sponsorship sellers ask most.
Your next booking, signed by both sides
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