Let's find out how it works!
E-Signatures streamline your quotation process by allowing customers to review and sign documents electronically. This removes delays, gives you full visibility of progress, and speeds up approval.
Please contact your Onboarding Consultants if you are interested in this feature.
Before You Start
Add a Customer Email
Quotations can only be sent digitally if the customer has a valid email address.
Open Customer Records.
Select Communication Centre.
Add one or multiple email contacts.
Save changes.
If no email is stored, you’ll be prompted to enter one manually when sending.
Getting There
You can use E-Signatures on any Quotation in:
Service
Hire
Sales Orders
Jobs
To access:
Go to the relevant module.
Open Quotations.
Select or create a quotation.
Enable E-Signature
Open or create a quotation you want to send.
Fill in all necessary details.
Select the Document template.
You can select one recipient per E-Signature request.
Raise Quotation.
An E-Signature request is emailed to your customer via PandaDoc.
What Your Customer Receives
The E-Signature email helps your customer find and check the right quote quickly:
The quote number appears in the email subject, so it’s easy to find in a busy inbox.
The email lists the equipment included in the quote, so your customer can check it’s the right one before opening or signing the document.
Customers will see a page like this to sign and confirm (Finish):
The customer will then be emailed a signed downloadable PDF document.
Once your customer signs, the status on Quotation Details updates to Accepted.
You can raise the Service Contract from this quotation via the Action Tray.
Should a Quote be altered, the original version of the quote's status is set to Rejected.
Tracking Signatures
Once you send a quote for E-Signature, you can follow its progress in the Quotation Status column on Quotation Details. The status updates automatically as your customer acts on the document. These updates are synced in the background, so a change may take a short time to appear.
Status | Meaning |
Sent | The quote has been sent from Service Geeni for signature. This doesn't confirm the customer received it. |
Viewed | The customer has opened the document. |
Accepted | The customer has signed the quote. |
Rejected | The customer has declined the quote, or a newer revision has replaced it. |
Expired | The customer didn't sign the quote before it expired. |
Completed | The quote has been progressed into its job, contract, or sales order. For job quotations, this includes adding the quoted tasks to an existing job. |
Quotation Status (the Quotation Status column on Quotation Details).
Status | Meaning |
Draft | The quote has been saved but not raised. |
Active | The quote has been raised and is waiting for the customer’s approval. |
Accepted | The customer has approved the quote. When the customer signs, the status updates to Accepted automatically. |
Completed | To confirm with product |
Rejected | The customer has rejected the quote, or a newer revision has replaced it. You can still edit it and create a new revision. |
Hibernate | The quote is on hold and hidden from the quotation list. Tick Show Hibernated Quotes to see it. |
Sent, Viewed, and Expired are set automatically, so you won't see them as options in the Quotation Status drop-down.
Important: If the customer's email address is wrong, the email won't reach them but the status will still show Sent. If a quote stays at Sent and doesn't move to Viewed, check the email address in the customer's Communication Centre and resend.
This provides clear accountability and faster approval cycles.