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ProAdvisor

Re: E-Sign for estimates

@Juan

 

You nailed it right on the head!  I love Intuit but this is one of my biggest pet peeves!  Beautiful Invoices, ugly estimates. 

 

With that being said, I would also like to share another way to look at the situation:

 

If you find a program that does 80% of what you expected it would do, then you found a great program. If it does more than that, you probably built it yourself."

 

I would strongly suggest looking into Knowify, it is a great app for your industry and it integrates with QBO.   

 

Make your own custom proposals:

 

We have spent a bit of time trying to automate this process by using WebMerge, Zapier, and Signnow or RightSignature.

 

MY SUGGESTIONS: 

1: Webmerge:

This app will make it, so you can create custom documents that accept data being pushed into the document.  Attached to this response is an example of my test proposal that is automated with Webmerge, Zapier, and Process Street.  The attached PDF is two different documents that were automatically combined to create a custom proposal for our company.

 

  Webmerge & QuickBooks Online with Zapier 

 

2: QuickBooks Online Pro with Projects:

Use Bundles to create little packages with "fixed cost items" then use Zapier to shoot the data over to Webmerge.

 

Level 3

Re: E-Sign for estimates

Another option is simply using a single document management software that integrates with QuickBooks. The estimate can be a customized fillable form, data can be passed from QuickBooks directly into form, document can be securely sent via email and/or internal/external user can be given secure access to document(s) of your choice to review and digitally sign. In other words, there are apps available within the Intuit marketplace that can handle the majority of features that all 3 of those apps provide plus more.
Anonymous
Not applicable

Re: E-Sign for estimates

Can you tell me which apps there are to choose from? 

 

I wish Quickbooks integrated this option with our subscriptions. 

Anonymous
Not applicable

Re: E-Sign for estimates

I absolutely agree with you. 

 

Which 3rd party app do you use? 

Anonymous
Not applicable

Re: E-Sign for estimates

I would like the option for both. 

I would like a fill option and a hand drawn signature option. 

Level 3

Re: E-Sign for estimates

I am a software vendor and provide an Intuit approved app but I do not want to actively sell within this forum unsolicited. I will though direct you to the following links of the types of apps to consider for this solution: https://apps.intuit.com/category/document-management?locale=en-US https://apps.intuit.com/category/accounts-payable-management?locale=en-US
Anonymous
Not applicable

Re: E-Sign for estimates

@khodonnell,

 

I really appreciate you following our guidelines and the integrity of the community - and glad you are able to provide @Burnettplumbing@Juan, and @Anonymous with knowledge as well as the tools to get the job done. 

Level 1

Re: E-Sign for estimates

Sorry but a DMS is just too much and 3rd party too painful.

I really would love to see intuit to release a feature like that. 

Even the free app JOIST is offering a method to get a signature (and attach an agreement or contract on default - which is a different topic). So since they are able to get the signature, which is indeed not a real one but at least you ask the customer for some input.

Acknowleding/Accepting an estimate is so important and since QBO offers that feature already on the app, it should be easy for them to bring up something joist has.  Once the client signs the document, we get a notification about that which would helps a lot. Please, really consider working on feature like that.

Thank you.

Highlighted
Level 3

Re: E-Sign for estimates

gnol. Which DMS/3rd Party integration with QuickBooks have you used before?
Level 1

Re: E-Sign for estimates

None when it comes to QB but that's not the point.

Having a simple signature field isn't a biggie and I'm still not able to understand why it is not included. 

It is important to have the customers approve the estimate first and that works best via accepting some sort of signature. Again, some companies are offering a simple link to click in order to sign the document - see the free joist website or app as an example and give it a try.

 

Anonymous
Not applicable

Re: E-Sign for estimates

Hey @gnol,

 

I am not familiar with that program, but I agree that it would be a great feature to integrate across the entire QuickBooks ecosystem. I'd love to get the stats on how many estimates get sent via mobile vs. at home from the office.

The use-cases presented by @Juan  and @Burnettplumbing are great examples for the signature field on mobile. But as @Burnettplumbing mentioned, it's not always practical. 
If a signature is absolutely necessary, you could always request a digital signature on estimates and add them as attachments. I often do this when signing forms via Adobe PDF. 

As far as I understand, until an estimate turns into an Invoice and is thus billable, it is not truly an agreement, but I could be totally mistaken. That's not the point of the last comment, just wanted to dive deeper into the use-case. Thanks for the feedback!

Level 2

Re: E-Sign for estimates

There are 2 scenarios:

 

1.) I think my signature is required in addition to the customers signature to make the estimate legally binding in my state (Massachusetts). Can anyone advise if this is true? If so, can this be added in some legal way? I don’t care if it’s my handwritten signature, or another acceptable method.

2.) When I email an estimate to a customer, they should be able to sign it without printing it, scanning at, and emailing it back to me. Can this be added to QBO.

Level 1

Re: E-Sign for estimates

Hello 

 

This seems to only be on estimates, what about invoices? We service customers out in the field and would like to switch to paperless by having our customers sign our tablet on the spot. How is this possible via an invoice through QBO?

 

Please advise

Level 2

Re: E-Sign for estimates

I use the Estimate as a contract, so I need a signature to make the contract enforceable. There’s a button to turn the estimate into an invoice and it can be paid immediately on the spot with a check, credit card, or direct bank debit. There’s also a place for the customer to sign the invoice if you want. 

Level 1

Re: E-Sign for estimates

Thank you for your response Stevo.

 

 It would be great if we could get our customers to pay on the spot, unfortunately it' not always possible in our line of business. I do not see a place where the customer can sign on the invoice. Is this only when an estimate is converted to an invoice? 

 

I know  e-signature is available when a card is charged, but we want to be able to have our customers sign their invoice when service is rendered, we currently do this with a paper copy but would like to go paperless and eliminate the double entry process. If there's a functionality within the invoice that allows customers to sign the invoice it would be a huge milestone for us. 

 

I tried docusign, invoice tracker and a few other apps but it seems they do not support this. They  only  support pdf documents that are e-mailed  to the customer and  sign via e-mail- this is not what we are looking for. 

 

 

Thank you for your help

QuickBooks Team

Re: E-Sign for estimates

Hi there, The Water Pros.


Thanks for sharing how the e-signature on invoices can help elevate your business experience as well as your customers. I can give a bit of information about this feature in QuickBooks Online.


As of the moment, the program doesn’t have a built-in way of letting your clients add their signatures to invoices. What we recommend using is some third-party apps or software you can integrate to QBO.


I know you’ve already tried a few of them, such as Docusign, invoice tracker and the list goes on. But there are many other similar applications available in the market. In case you haven’t come across this article yet, check it out for the top 5 applications in our bucket:


5 E-signature Apps to Consider for Your Business


You’ll want to visit the Intuit Marketplace to explore more alternatives:


https://apps.intuit.com/app/apps/search?searchTerm=electronic%20signature


Let our product engineers know how this ability can save tons of your time, and paper every time you need to authenticate sales forms, and other documents. Any comments and suggestions we get are considered for future improvement.


Here’s how to share it: https://feedback.qbo.intuit.com/forums/168199-quickbooks-online-feature-requests/suggestions/6608054...


That's it! If you have questions in using QuickBooks Online, feel free to let me know. I’ll be around!

Level 3

Re: E-Sign for estimates

Can you explain you workflow in more detail? Where are you forced to do double entry?

Level 3

Re: E-Sign for estimates

FYI... I work in the Document Management Industry and also provide an alternative to DocuSign but unfortunately the digital signature feature you are asking for is not entirely practical (legally). There are many requirements for a digital signature to hold up in court and most importantly is Owner Authentication (Signature). Which is why DocuSign, my software and others require the Owner of the signature to authenticate by receiving an email and viewing/signing the invoice or contract (or any document) within our app (not within QB). The act of a person to sign legally binding documents from your company tablet without authentication is not possible legally.
Level 3

Re: E-Sign for estimates

If your goal is to send an invoice for legally binding signature and have the data from the invoice automatically entered into QuickBooks (without user data entry) that is very possible. Our app was recently added to the Intuit store... https://apps.intuit.com/app/apps/appdetails?shortName=contentcentral&
Level 1

Re: E-Sign for estimates

Thank you for your response Khodonnell.

 

The invoice is not meant to be legally binding, we have our customers sign a contract when we lease out  our equipment. However, we would like to continue the process by having all customers sign their invoice and then e-mail it.  You would think this would be a simple solution but from my research it's not possible. 

 

Thank you for your response once again

Level 3

Re: E-Sign for estimates

Okay makes sense. So in your workflow the salesperson is at the client and they are working out a deal and you want to have the client from your tablet sign the estimate/invoice on the spot? And then the signed document should be emailed to the client and the data from the signed estimate/invoice is pushed into QBO? Where is the double data entry you are experiencing? And how often does a client sign on the spot?
Level 2

Re: E-Sign for estimates

I’m going to jump in here if it’s OK. I’m a home improvement contractor and don’t generally need to get a signature on the spot during a customer meeting, although I can see that this could be very convenient in many situations. In my workflow, I email an estimate to my customer, which i use as a contract. In my state, Massachusetts, work over $1,000 requires a contract. I add a second page with the t’s and c’s that was done by my attorney. The contract actually follows the guidelines issued by the state.  The customer has to print this document, sign it, scan it, and email it back to me. Then I can convert the estimate to an invoice for 1/3 for a deposit and email that to the customer for payment.

 

The awkward piece is the signature on the estimate, which I’m using as a contract. It would be great if the customer could sign and email the contract to me without the added step of printing, signing, scanning, and emailing. It would be great to reduce this from 4 steps to just 2 - signing and emailing. And by the way, I would also like to be able to counter sign the estimate/contract. Even if it’s a “static” electronic signature.

 

i can provide a sample of what I’d like to see if that would be helpful.

 

-Stevo

QuickBooks Team

Re: E-Sign for estimates

Hello again, Stevo.


Thanks for turning to the Community about adding e-signature on your estimates. I appreciate the details you’ve mentioned since it gives us a better picture of your business workflow.


As mentioned by @VivienJ and @khodonnell, I’d still suggest using a third-party application to better manage your sales forms. You can either visit the QuickBooks App Store or just go inside your QBO account and select Apps on the left panel.


You can browse the applications per category or by entering a keyword in the search field.


We aim to provide a seamless way of processing sales forms, and the updates we come up are coming from customers like you. Adding the e-signature feature gives a personal brand to your business, so I recommend sending feedback regarding this feature for consideration in a future update.

 

Here's how:

  1. Go to the Gear icon at the top.
  2. Select Feedback.
  3. Enter your feedback and suggestions.
  4. Select Next.
  5. Click on the drop-down for Category.
  6. Click on Send message.

If you have additional questions about the Custom Form Style feature, drop me a line. I'm here to answer them for you.

 

Level 1

Re: E-Sign for estimates

Bingo!!! Our customers always sign on the spot. 

 

The double entry is happening when the service techs /sales person write the services on the paper invoice. The paper invoice copy is later given to our bookkeeper to enter into the system (QBO) If we could get the signature aspect working, the service techs could use their tablets to enter the invoices in quickbooks, removing this this responsibility from our bookkeeper. Essentially they're already doing the invoices, except now it will be done via tablet. That is what I was referring to as "double entry." 

 

 

Thanks again

 

Level 1

Re: E-Sign for estimates

Hello

 

The signature only works on estimates correct??

If this worked on invoices it would put our company at a different level. Customers love to see innovation and progress. Most companies are using tablets, we would love to do the same!!

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