Sign Documents Online

Making your company's administration simpler and smoother is the main goal of BestInvoicing. To facilitate this even more, it is possible to digitally sign your documents. Your customers can consult your document online via a secure link and immediately place their signature. This way, a customer no longer needs to print and forward your proposal, or you can have order confirmations and delivery notes signed using a tablet on site.

Getting Documents Signed by the Customer

Step 1: Add a sign button to your email

When you send a document to your customer via email, you will also need to display a secure sign button to the email message. Such button is automatically added by BestInvoicing if you're using the default email template.

Step 2: Select 'Signature by Customer (or Company)'

To activate the sign button, you also have to tick the option 'Signature by client' when creating a document. If you also tick 'Signature by manager', there is room for two signatures.

Thus, the signature option only becomes visible when the 'Signature by customer' option is selected when creating a document. In the customer's mailbox such email can look like this:

When the customer clicks the blue button in the email, the invoice opens in a BestInvoicing-styled tab. To the left there's a signature window, where the customer can add a signature via mouse movement or touchpad. He/she will also need to type in their full name, then click 'Agree and Sign Document'.

After signing, the status of the proposal in BestInvoicing automatically changes to 'Accepted'. You will also be notified by email of the signature/acceptance.

Once the customer accepts the proposal by online signature, you can no longer modify it (see padlock symbol).

However, by clicking on the padlock you can unlock the document again. The status of the document remains 'Accepted', but the signature of the customer will be removed. Pay special attention to this!

A more correct way to modify/update an accepted proposal is to copy the existing proposal into a new proposal, and have it signed again.

Sign Documents Yourself

As a representative of your company, you can also digitally sign documents. This can be done either by putting your own signature into the system via the mouse, or by uploading an image of your signature. To do this, follow the steps below:

  1. Go to 'Company Settings' via the top right menu.

  2. Select the tab 'Default Values'

  3. Click the 'Edit' button next to 'Company Signature' at the bottom of the page ('Signatures').

  4. Place your signature here with your mouse/touchpad or upload an image in png, gif or jpg format with your signature.

Your own signature will only be placed on documents if you have also selected the 'Signature by business manager' option when creating a document (such as in the example below where both signatures are requested).

Set Required Signatures as Default

To avoid forgetting to check the required signatures, you can also activate them by default per document type (proposal, order form, delivery note). To do so, follow these steps:

  1. Go to 'Company Settings' via the menu in the upper right corner.

  2. Select the tab 'Default Values'

  3. At the bottom, under 'Signature', click the 'Edit' button next to one of the three default values

  4. Select the signatures that you want to set as default required signatures for this type of document.

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