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Set up customer e-signatures (online acceptance of a quotation)

Speed up and remove manual work in your quotations process by allowing your customers to e-sign acceptance of the quotation

Send a link on your emails to your customers. They can accept your quotations online and these will be automatically confirmed to them, inform your team members and optionally, start other process in Zigaflow, such as the creation of a Job/Sales Order, or invoice.

If you set up credit card payments in the system, the customer can also pay online immediately. Using pre-builds, you can reserve this just for some customers.
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Show the approved status

1. Click here.

Dashboard with the settings gear icon highlighted in the top-right toolbar, beside the notifications bell and profile menu

2. Click "Workflows"

Settings menu list with the Workflows option highlighted at the bottom, below Team Settings and Task Types

3. Click "Quotations"

Workflows settings page with the Quotations tab highlighted in the Workflow list, below Leads and Projects

4. Make sure that the "Approved" status is showing (although it can be renamed). Click "Edit" change its visibility

Quote statuses table listing Draft, Sent, Accepted and Declined with Show and Editable columns, Edit button highlighted

5. Set to "Show"

Quotation Statuses table in Workflow settings with the Show checkbox highlighted for the Accepted status row

6. Click "Save Changes"

Save Changes button highlighted above a status table with Probability, Note, Show, Editable and Is Default columns

Add the review link to emails

7. Add the link to the page to your email to your customers. Click "Email Templates"

Settings menu with Email Templates highlighted in the left sidebar, beside the Quotations status list and Workflow section

8. Edit the email template(s) you use

Email templates table with Is Default column, highlighting the edit (pencil) icon on the default template row

9. Click here.

Edit Email Template body with the word "here" selected and the link button highlighted in the editor toolbar

10. Insert the variable "{ReviewLink}" and tick to complete the edit

Email template editor Link URL box containing {ReviewLink} on the word "here", with the green tick button highlighted

11. Click "Save"

Email template editor with quotation approval text and placeholders, the Save button highlighted beside Save & Preview

12. Click "×"

Pop-up window with text fields and rich text editor, with the close "×" button highlighted in the top-right corner

Add signature details to documents

13. Next, make sure that the signature details are going to produced in the quotation document.

Click "Document Templates"

Settings menu with Document Templates highlighted below Customer Portals, while the Quotation Email Settings panel is open

14. Click "Quotations"

Document Templates settings page with the Quotations tab highlighted at the top of the template type list

15. Edit the document to add the variables to

Document template list with Body and Docx tags, highlighting the "Quote - with signature" template to open for editing

16. Add these variables to the document template

Quotation template acceptance table with Name, Signature and Date Signed columns holding e-signature agreement variables

17. Click "Step 1: Preview"

Document template editor with the "Step 1: Preview" button highlighted next to Search Variables in the blue toolbar

18. Click "Step 2: Save".

Make sure this document is set in the Quotation pre-build you are planning to use

Template preview of a quotation PDF with the green "Step 2: Save" button highlighted beside Search Variables

Test the customer acceptance

19. Let's see how it works - create a quotation and edit it

Quotations list with quotation number Q1238 highlighted in the first row, which has Draft status, to open it for editing

20. Click "Preview PDF & Email"

Quote screen action buttons with the Preview PDF & Email button highlighted, next to Save Changes and Next

21. Click "Email"

Preview Quotation page with the Email button highlighted next to Download, above the Quotation Creation template list

22. The link has been added to the email - send this email to the customer

Quotation email editor with the "here" online approval link in the message body circled, ready to send to the customer

23. Click "Review Link" to open the customer's page

Quotation preview page with the customer review URL field and the purple Review Link button highlighted beside it

24. The customer will click "Accept"

Customer quotation acceptance page with PDF preview and Attachments panel, highlighting the green Accept button

25. The customer fills in the following fields to accept the quotation

Accept Quotation form with name, email, signature, optional purchase order number, terms checkbox and Accept Quotation button

26. You can change what the customer has to fill in on this form on the Cog -> e-Signatures -> Quotations

e-Signature Settings with Quotations tab selected, showing dropdowns setting each acceptance field to Mandatory or Optional

27. Once the customer has clicked "Accept Quotation" its status is changed to Accepted. The customer can receive a copy of the signed quotation (see the configuration screen above), the assigned user (the salesperson) will get an email and you can trigger automations, for example to create a Job/Sales Order or an invoice.

Accept Quotation form with drawn signature, terms checkbox checked, and the Accept Quotation button highlighted at the bottom

28. The change of status is shown in the timeline

Quote timeline showing entries for quote Q1238-1 being created as Draft, changed to Accepted, and accepted by the customer

29. Click on the "Attachments" table to see the signed quotation in the internal files side - for example "(Signed) Q1238-1 ~ ACME Ltd.pdf"

Attachments tab with the signed quote PDF highlighted in the Upload Internal Files table, alongside the signed agreement file

Learn more: quotes in Zigaflow

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