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Get e-signatures for estimates in QuickBooks Online Advanced

by Intuit Updated 1 month ago

Learn how to use DocuSign eSignature Connector by QuickBooks to get customer signatures on estimates.

Keep work rolling and make it official. With QuickBooks Online Advanced and DocuSign eSignature Connector by QuickBooks, you can have customers sign your estimates digitally using DocuSign eSignature. In this article, we'll show you how.

  • If you don’t have a DocuSign account, you can create one and sign up for 10 free sends of DocuSign eSignature when you get the app. However, you’ll eventually need a DocuSign subscription to keep using this feature. QuickBooks Online Advance customers can get started with 10 free sends or 25% off the first year of an annual plan. For more details, follow the steps below to visit the app page for DocuSign eSignature Connector by QuickBooks.
  • Only the QuickBooks company admin who sets up the app and connects to DocuSign can send estimates for e-signature.

Step 1: Get the DocuSign Connector by QuickBooks app

Here’s how to get the app and set it up:

  1. Sign in to QuickBooks Online Advanced. Note: You need to be a company admin for the QuickBooks account to connect it to DocuSign.
  2. Go to the Apps menu.
  3. Search for and select DocuSign eSignature Connector by QuickBooks.
  4. On the app details page, select Get app now.
  5. Select Agree to give QuickBooks permission to send info (such as estimates and customer details) to your DocuSign account.
  6. If you already have a DocuSign account, skip to step 7. If you don't have a DocuSign account, select Create a DocuSign account. This opens a new browser tab where you can register with DocuSign. Activate your account by selecting the link in the verification email from DocuSign and signing in to DocuSign. Then return to the original browser tab where you selected the Create a DocuSign account button.
  7. Select Sign in to DocuSign. Follow the instructions on the screens to enter your DocuSign email and password, and accept the requested permissions. You’ll see a screen confirming that the connection between QuickBooks and DocuSign is successful.

Note: Connecting your QuickBooks and DocuSign accounts is free. However, you need to have a DocuSign plan to use eSignature. Depending on your usage, you may need to pay for a DocuSign subscription.

To get the most out of DocuSign eSignature’s features, you also need to have Administrator permissions for the DocuSign account. Learn more about DocuSign’s Permission Profiles.

Once the app is set up, you can start sending estimates for e-signatures.

Step 2: Select an estimate to send for e-signature

  1. In QuickBooks, select and open an estimate, or create a new estimate.
  2. Review the estimate details and make changes if you need to.
  3. When you're done, select the Save and send ▼ dropdown and then Save and send with DocuSign. This opens a new tab and shows the estimate in DocuSign.

Note: The Save and send with DocuSign option is only available to the QuickBooks company admin who set up the app and connected to DocuSign.

Step 3: Send the estimate to your customer via DocuSign

With the estimate open in DocuSign, take these steps:

  1. Move the Signature and Date Signed fields where you want them on the form. Tip: To add other fields, such as Title, Initial, or more Signature and Date Signed fields, drag and drop them onto the form.
  2. Select Actions > Edit Recipients to add any additional signers or CC additional recipients.
  3. Select Actions > Edit Message to customize the email message, or use the default.
  4. When you’re ready to send the estimate to your customer, select Send.

You can also follow the official steps from DocuSign if you need more details.

Note: You can’t change the estimate details (like items, customer info, or pricing) in DocuSign. To change these details, come back to QuickBooks, edit the estimate, and select Save and send with DocuSign again.

Step 4: Track the status of your estimates

There are a couple of ways to check if customers have signed your estimates.

Track a single estimate from QuickBooks

From QuickBooks, you can quickly jump to DocuSign to check the status of an estimate you sent out for e-signature:

  1. In QuickBooks, open any estimate you’ve sent to a customer for e-signature.
  2. Select the Manage in Docusign link. The estimate opens in DocuSign in a new browser tab. From there you can see all the status details.

Track multiple estimates at once in DocuSign

  1. Go to DocuSign and sign in to your account.
  2. Select the Manage tab.
  3. Select the Sent folder. This shows the list of estimates you’ve sent to customers.
  4. Look at the status column for each estimate you’re interested in.

If you need to disconnect the app

If you need to disconnect the DocuSign eSignature Connector by QuickBooks app from QuickBooks, here’s how to do it:

  1. In QuickBooks, go to the Apps menu.
  2. Select the My apps tab.
  3. In the DocuSign Connector by QuickBooks box, select the Action dropdown, then Disconnect. Follow the prompts to confirm your choice.

Note: Only the QuickBooks admin who connected the app to QuickBooks can disconnect it.

Sometimes unexpected issues occur during, before, or after adding your eSignature on estimates. Don’t worry, we got you. Here are some of the common errors in DocuSign eSignature and how to fix them.

Error / IssueSolution
Closing date issue - The estimate date can't be dated before the closing date. You can check the closing date:
1. From the Settings ☸ menu, select Account and settings.
2. Select Advanced.
3. Change the closing date.

To fix this, you can either:
• Change the closing date to match the estimate date.
• Change the estimate date more later than the closing date.
Incomplete connection issue - this occurs when connection details (such as DocuSign Account Id or baseURL) aren’t set up in QuickBooks correctly. To fix this, you would need to reconnect DocuSign with QuickBooks. 

QuickBooks displays an error message and a reconnect link. Select the reconnect link to go to the disconnect screen.
There, select the reconnect with DocuSign button to start the connect flow.
User permission issue - the DocuSign account used to connect to QuickBooks has limited permission which prevents access to this resource.

To fix this, you can view and edit your DocuSign permission profiles
“Envelope does not exist” error - This error may occur when:
• A customer who has multiple DocuSign accounts disconnects one account and connects to another DocuSign account.
• When an envelope created by the customer is deleted, and the customer attempts to click on the manage button within DocuSign. 
To fix this, talk to the customer and see if the envelope is in DocuSign. Then find out which DocuSign account is linked to QuickBooks.
QuickBooks Offline ticket failure - this error may occur if you have QuickBooks workflows enabled.  To fix this, ‌sign out and sign back in to DocuSign.
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