Getting a quote or proposal in front of a customer is only part of the approval process. You also need a clear record that they agreed to the scope, pricing, terms, or other details before the job moves forward.
Collecting signatures digitally gives customers a way to approve documents from their phone or computer. This guide covers where signatures fit into quotes, proposals, and other project documents, what to look for in signature software, and how to build digital approvals into your workflow.
What is a digital signature?
A digital signature records a person’s approval electronically instead of requiring a handwritten signature on a physical document. Customers can review the information, complete the requested signature, and return the document without printing or scanning it.
For contractors, this can be useful anywhere a customer needs to formally approve information about a job. Quotes and proposals can document approval before work begins, while other project documents can capture sign-off as the work progresses.
Where digital signatures fit into the sales and billing process
A signature can serve different purposes depending on the document and stage of the job. Deciding what requires approval ahead of time helps create a consistent process for your team and customers.
Where digital signatures fit into the sales process
A signature can serve different purposes depending on the document and stage of the job. Deciding what requires approval ahead of time helps create a consistent process for your team and customers.
Quotes and estimates
A quote or estimate typically gives the customer an expected price for the work. Adding a signature gives the customer a way to confirm that they’ve reviewed and accepted the information before you schedule or begin the job.
For straightforward projects, this can be a simple way to document the agreement. More detailed jobs may require a proposal that includes additional information about the scope and terms.
Proposals
Proposals can bring project details, scope, photos, files, terms, and pricing when applicable into one document. A digital signature lets the customer formally approve the proposal after reviewing those details.
This gives your team a record of the version the customer accepted. If the scope changes later, updated documents and additional approvals can help document those changes as the project progresses.
Other project documents
Customer approval may also be needed after the initial quote or proposal. Change orders, work authorizations, material selections, completion forms, and other project documents can require signatures as work progresses.
Collecting those signatures digitally gives your team a record of what the customer approved at different stages of the job. Keeping those signed documents connected to the project also makes them easier to reference later.
Why use digital signatures for customer approvals?
Paper signatures can add extra steps to a sales process that already involves multiple documents and conversations. Someone has to print the document, get it to the right person, collect the signature, and store the completed copy where the team can find it.
Digital approvals cut down on those steps. They can also make it easier to maintain a record of decisions as a job moves from the initial quote through completion.
Move work forward after approval
Customers don’t have to be in the same place as your team to approve a document. They can review a quote or proposal and respond from their phone or computer, which can help reduce the time between sending the document and receiving approval.
Once the signed document comes back, your team has a clear point of reference before scheduling work, ordering materials, or taking the next step in the project.
Document changes to the job
The first signed proposal may not be the last approval a project needs. Scope changes, added work, material selections, and updated pricing can require another round of customer review.
Collecting signatures on updated documents creates a record of those decisions. That can be especially useful when several changes happen over the course of a larger project.
Give customers clear records
Customers benefit from having access to the same approved documents as your team. A completed quote, proposal, or other signed project document gives them something concrete to reference when they have questions about scope, pricing, or approved changes.
Clear records can also make later conversations easier because both sides can refer back to the information that was approved.
What to look for in digital signature software
Digital signature software should fit the way your team already creates and manages project documents. A standalone e‑signature platform may work well for some businesses, while others may prefer signatures built into the software they use for sales or project documentation.
When you evaluate software, consider the full process around the signature rather than the signature itself. Look at how easily your team can prepare documents, send them, track their status, and access completed copies later.
Useful capabilities can include:
- Mobile-friendly signing for customers in the field or at home
- Signature status and completed-document records
- Support for the types of documents your business regularly sends
- Access to signed documents for office and field teams
- Connections between approvals and the related project or customer
- Security and compliance features appropriate for your business
Cost is another factor. Some platforms charge by user, document, or signature, so compare those costs against how often your team needs customer approval and who needs access to the software.
How to collect digital signatures
The specific steps vary by software, but the basic process starts before you send the signature request. The document needs to clearly explain what the customer is reviewing and what their signature means.
1. Prepare the document
Start with the quote, proposal, or other document that requires approval. Review the scope, pricing, customer information, terms, and any supporting details before sending it.
The amount of information will depend on the document. A proposal may include photos, files, project details, and price book items, while other documents may focus on a specific change, authorization, or project milestone.
2. Add the signature field
Place the signature field where the customer can easily find it. Include any other required fields, such as the signer’s printed name or date, based on your workflow.
The document should also make the approval clear. A customer should understand whether they’re accepting a price, authorizing work, acknowledging completed work, or agreeing to specific terms when they sign.
3. Confirm the signer
Make sure you’re sending the request to the person authorized to approve the document. Double-check their contact information before sending it.
Some jobs may require signatures from more than one person. Determine who needs to approve the document and whether those signatures need to happen in a particular order.
4. Send it for review
Send the completed document and give the customer time to review the details before signing. If the software allows you to track the document’s status, use that information to see whether it has been opened or completed.
Follow up when a signature remains outstanding. A short reminder can help if the original request was missed or the customer still has questions about the document.
5. Save the completed document
Keep the signed version somewhere your team can find it throughout the project. Avoid relying on individual email inboxes as the only record of customer approval.
Connect the signed document to the related customer or job when possible. This makes it easier for office and field teams to reference the same information later.
Common digital signature issues
A signature request can stall when the customer can’t find the email, has trouble opening the document, or doesn’t understand what they’re being asked to approve. The request itself should make the next step obvious and give the customer enough context to review the document confidently.
If a signature is still outstanding:
- Confirm that you have the correct contact information.
- Resend the request if the original message was missed.
- Answer questions about the scope, pricing, terms, or project details before asking the customer to sign.
- Help the customer access the document from another device when needed.
- Verify that the completed document was saved to the correct customer or project.
It also helps to set expectations before sending the document. Let customers know what they’ll receive, what requires their signature, and what happens after they approve it.
Are digital signatures legally binding?
Electronic signatures are generally recognized under laws such as the federal Electronic Signatures in Global and National Commerce (ESIGN) Act and state electronic transaction laws. Requirements can vary based on the type of agreement, jurisdiction, and circumstances surrounding the signature.
Before using electronic signatures for legally significant documents, confirm that your process meets the requirements that apply to your business and the work you perform. When necessary, consult a qualified legal professional about specific documents or signature requirements.
Keep signatures connected to the rest of the job
A customer signature is more useful when your team can easily connect it to the work they approved. Keeping signed documents with project photos, notes, files, and other records gives everyone working on the job access to the same information.
CompanyCam includes built-in digital signatures that you can add directly to proposals, change orders, and other documents. You can collect customer approval from the document and keep the signed version with the project, alongside the documentation your team already captures throughout the job.
