Collecting Electronic Signatures for Proposals

Video Tip - Go to the 8:52 mark of the video to view information on how to collect electronic signatures for a Proposal.

You can collect one or more electronic signatures on your Proposals if you need your clients to sign-off on proposed products/services/amounts or to use a Proposal as a signed contract.

Here is generally how the signature process works:

  • First you add one or more signers from the Proposal Dashboard of an existing Proposal.
  • You send an email from the Proposal Dashboard to collect signatures from signers (or collect signature in person).
  • Signers receive email and click on link in email to review Proposal online (including the Introduction/Terms of Agreement).
  • After the signer reviews the Proposal, they apply their signature online and submit it.
  • All signers are emailed a PDF copy of the signed Proposal; you can also generate a PDF with signatures from the Proposal Dashboard.
  • Once the Proposal is signed by one signer, it is locked. If you need to make changes/updates to a signed Proposal, you can create a Change Order, which allows you to make modifications and collect a second set of signatures.

To Add a Signer to a Proposal:
NOTE: You can also add your client as a signer when you first create a Proposal.

  1. Use one of these three ways to access the Proposals tool:
    • Click on the "Proposals" tool button on the Event or Lead Dashboard.
    • Use the Quick Launch or Switch Event tool to select the appropriate Event and the "Proposals" tool.
    • Click on "Proposals" in the main navigation bar.
  2. Find the appropriate Proposal and click on it.
  3. Find the "Signers" area and click on the "Add Signer" button.
  4. Click in the field to select one or more Contacts that you wish to add as signers.
    • IMPORTANT NOTE: Remember to also add at least one person from your organization as a counter-signer; this person will receive notifications on any signature activity.
  5. Click "Save" when you are finished. The signer(s) will be added to the "Signers" area so you can perform additional actions (see below).

To Send an Email to a Signer to Collect Signature:

  1. On the Proposal Dashboard, in the "Signers" area, find the signer; click on the "Actions" link next to their name; and select the "Collect Signature via Email" option.
  2. Click on the "Send Email Now" button in the modal box to send the email. When the email is sent, you will see a confirmation in the "Signers" area.
  3. The email that the sender receives has a link in it that will connect them to a secure Web page (outside of your account) where they can review the Proposal; apply their electronic signature to it; and click an "I Agree" button to complete the signature process.
  4. Once they have completed the signature process, the signer and all other signers will receive a PDF copy of the signed Proposal.

To Collect a Signature in Person From a Signer:

  1. On the Proposal Dashboard, in the "Signers" area, find the signer; click on the "Actions" link next to their name; and select the "Collect Signature in Person" option.
  2. You are taken to a secure Web page (in a new Web browser tab) where the signer can review the Proposal in your presence; apply their electronic signature to it; and click the "I Agree" button to complete the signature process.
  3. Once they have completed the signature process, the signer and all other signers will receive a PDF copy of the signed Proposal.

After the system has collected the signature from a signer, you will see the "Signed" notification for that signer in the Proposal Dashboard along with the date when they applied their signature. In addition, the following items are saved and displayed in the PDF copy of the signed Proposal:

  • The signers legal name.
  • The date signed.
  • The signer's IP address.

To Unlock and Make Changes to a Signed Proposal:
When the first signer signs a Proposal, the Proposal is locked and no changes can be made to it unless all signatures have been removed.

IMPORTANT NOTE: We have not verified, nor will we verify, the identity of any signatory or party who signs a contract electronically, and it is the responsibility of you and the other signatories to verify each other's identities. We also do not certify or attest to the completeness, validity or enforceability of any document. These services are intended for use in the United States, and we disclaim any use of the services outside the boundaries of the United States or in any jurisdiction where the services do not comply with current law. Electronic signatures may not be enforceable for all legal documentation. You should consult your attorney to determine whether our services are applicable in your geographic area and/or in specific use cases. You are encouraged to download, print out, and maintain a hard copy for all signed legal documents that you process via our site. For more details, see our Terms and Conditions.

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