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Capture signatures using the QuickBooks mobile app
Learn how to capture signatures using the QuickBooks mobile app.
Let your customer sign estimates or invoices with your QuickBooks mobile app for a fast and secure transaction.
iOS
Go to Menu, then Sales & Get Paid, then select Estimate or Invoices.
Select an existing transaction, or create a new one.
Add any necessary information.
Select Save.
Select Get Signature.
Have your customer sign with their finger.
Select Done.
Android
Go to Menu, then Sales & Get Paid, then select Estimate or Invoices.
Select an existing transaction, or create a new one.
Add any necessary information.
Select Done.
Have your customer sign with their finger.
Select Done.
Learn how to require an e-signature on estimates and capture signatures in person with the QuickBooks mobile app.
There are two ways to collect customer signatures in QuickBooks Online. You can require an e-signature on an estimate, so your customer signs online before they accept it or pay a deposit. Or you can capture a signature in person on your mobile device. This article covers both.
| Note: E-signature on estimates is available in QuickBooks Online Simple Start, Essentials, Plus, and Advanced. It isn’t available in Intuit Enterprise Suite. |
Require an e-signature on an estimate
When you turn on Require e-signature for an estimate, your customer sees a signature field when they open the estimate. Your customer can’t accept the estimate until they sign. Once they sign, QuickBooks:
Emails a signed PDF copy of the estimate to you and your customer.
Stores the signed PDF on the estimate record so you can retrieve it anytime.
If you also request a deposit on the estimate, your customer signs and pays it in one step.
Select + New, then select Estimate.
Fill in the estimate as usual. Add your customer, products or services, and any deposit request.
Expand the Customization panel.
Turn on the Require e-signature toggle.
Select Save, or select Review and send to email the estimate to your customer.
| Tip: QuickBooks remembers your last choice on the estimate form. If you turn on Require e-signature for one estimate, new estimates default to on until you turn it off. |
What your customer sees
Your customer gets the same estimate email you already send. They open the link and review the estimate online. When you require an e-signature, they sign before they can approve.
How does my customer approve an estimate?
Your customer opens the estimate link from their email.
They review the estimate details and total.
In the Signature section, they enter their full name in the Full name field.
They select Accept to sign and approve the estimate.
QuickBooks confirms the approval and lets you know your customer accepted the estimate.
How does my customer approve an estimate and pay a deposit?
If you request a deposit on the estimate, the signature and the payment happen in one step.
Your customer opens the estimate link from their email.
They review the deposit amount and select a payment method: debit, credit, or bank.
They enter their payment details.
In the Signature section, they enter their full name in the Full name field.
They select Pay to sign, approve the estimate, and pay the deposit in one action.
| Note: If your customer declines the estimate, QuickBooks doesn’t capture a signature or create a signed PDF. If the deposit payment fails, QuickBooks doesn’t store the signature. Your customer can retry with a different payment method. |
Find the signed PDF
After your customer signs, and pays the deposit if you requested one, QuickBooks:
Creates a signed PDF that includes your customer’s signature, their full name, and the acceptance date.
Emails a copy of the signed PDF to your customer.
Emails a copy to the From address on the original send. Cc and Bcc recipients also get a copy.
Stores the signed PDF on the estimate record.
Retrieve the signed PDF later
Go to All apps, then Customer Hub, then Estimates.
Find the estimate.
In the Action column, select View PDF.
| Note: The signed PDF is a point-in-time record. It shows the estimate exactly as it was when your customer signed, even if you edit the estimate later. |
Edit an estimate after your customer signs
Sometimes the scope of work changes after your customer signs. Any change to the estimate’s pricing or line items resets the estimate to Pending, and your customer signs a new version.
When does my customer need to sign again?
QuickBooks prompts you to resend the estimate if you make any of these changes after your customer accepts:
Add, edit, or delete a product or service line item.
Change the amount on an existing line.
Change the deposit amount or percentage.
Edits to the customer name, address, or other cosmetic fields don’t reset the estimate. Your customer only signs again when a change affects what they agreed to.
Resend the estimate for a new signature
Open the accepted estimate and make your change. QuickBooks warns you: “Your customer will need to sign again.”
Select Continue to proceed. The estimate status resets to Pending. Or select Go back to keep the estimate as it is.
Make your edits, then select Review and send to resend the updated estimate.
Your customer signs the new version, and QuickBooks creates a new signed PDF.
| Important: If your customer already paid a deposit on the original estimate, refund it before you request a new one. An estimate can’t have two separate deposits. |
How signatures work with different estimate types
The approval flow your customer sees depends on whether you require a signature, request a deposit, both, or neither.
| Signature required | Deposit requested | What your customer does to approve |
|---|---|---|
| On | No | Enters their full name in the Full name field, then selects Accept. QuickBooks creates a signed PDF. |
| On | Yes | Selects a payment method, enters payment details, enters their full name, then selects Pay. QuickBooks creates a signed PDF and captures the deposit in one step. |
| Off | No | Selects Accept to approve. No signature is captured and no signed PDF is created. |
| Off | Yes | Pays the deposit. No signature is required or captured. |
Turn off e-signature for an estimate
You can turn off the e-signature requirement for any single estimate — for example, when a customer already agreed and just needs to accept quickly.
Open the estimate.
Expand the Customization panel.
Turn off the Require e-signature toggle.
Select Save or Review and send.
New estimates default to your last choice. Leave the toggle off to go back to collecting approvals without signatures.
FAQ
Can I require an e-signature on invoices?
No. You can require an e-signature on estimates only.
Is the signed PDF legally binding?
The signed PDF captures your customer’s typed full name, the exact estimate they agreed to, and the date and time they signed. This is an electronic signature under the U.S. ESIGN Act and UETA. Whether it’s enforceable in a specific dispute depends on the agreement and circumstances. Talk to your attorney if you have questions about a specific case.
What happens if my customer’s deposit payment fails?
QuickBooks doesn’t save the signature or create a signed PDF. Your customer sees an error and can retry with a different payment method. Once the payment goes through, QuickBooks captures the signature and the deposit together.
Can more than one person sign the same estimate?
No. One recipient signs the estimate — usually your primary customer contact. If you need several signatures on one agreement, use a separate e-signature tool for that document.
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