---
title: "E-Sign Quotes"
description: "Send sales quotes for digital signing, track progress, and automate quote actions upon completion or expiry."
url: https://help.juan.ac/en/articles/9994234-e-sign-quotes
collection: "Sales Quotes"
updated: 2026-07-07
language: en
---

# E-Sign Quotes

Send sales quotes for digital signing, track progress, and automate quote actions upon completion or expiry.

## Q1. What is E-Sign in Sales Quotes?

-   E-Sign lets you send sales quotes for digital signing by internal and external parties. It includes built-in email reminders, signing progress tracking, and automated actions when a quote is signed or expires.
    

## Q2. Where can E-Sign be used?

-   E-Sign is available on Sales Quotes and Purchase Requests.
    

## Q3. How do I set up and send a document for e-signing?

-   Before sending, set up an e-sign template first. See [E-Sign Templates](https://help.juan.ac/en/articles/9994235-e-signs.md) for setup details.
    
-   To send a quote for e-signing:
    
    -   Go to **Sales** **→** **Orders** **→** **Quotes** **→** **Pending**
        
    -   Open a pending quote and click the E-Sign icon
        
    -   Complete the following steps:
        

![](https://staticfiles.gleap.io/gattachments/y8WqaNqFmnwoH2yl5oMCh5nUdwOz8CmxWHK8dtbdy36cLLt1qYa6iMduiqGpIMsPD2IRaIlrzfF.png)

### **Step 1: Template**

-   Choose an e-sign template
    
    -   Attach additional PDFs if needed (signing fields can be added to these in Step 3)
        
    -   Set the default expiry date
        
    -   Enable decline and cancel reasons if needed
        
    -   Set the action on completion:
        
        -   **Do nothing:** no automated action
            
        -   **Auto-accept quote:** the quote is accepted
            
        -   **Auto-accept & invoice:** the quote is accepted and an active invoice is created
            
    -   Set the action on expiry:
        
        -   **Auto-cancel:** cancels the quote
            
        -   **Alert, then cancel:** notifies all parties, then cancels the quote
            
        -   **Manual only:** no automated action; quote must be edited manually
            

![](https://staticfiles.gleap.io/gattachments/agqBwsxYNrO6BorxjtNuL5MPzfkKQekSuqEyzeQQXPOFs9rIcezJW9oqFCpovIgAxjRKnpY975l.png)

### **Step 2: Signers**

-   Add external and internal signers
    
-   Drag signer names to set the signing order; signing is sequential, so each signer is notified only after the previous signer completes their signature
    
-   Add CC observers to notify them of the outcome without requiring them to sign
    
-   Signers are limited to 50 total (external and internal combined)  
    
    ![](https://staticfiles.gleap.io/gattachments/PwMsqUeF3brFWdaH4E5QKSPtmRZz4SBUTIKflkX5T2SeuO87vu9fjlMq5gsrfdWIAUDTDT0DELi.png)
    

### **Step 3: Fields**

-   Drag and drop fields onto the quote or attached PDFs, or click a field and draw it directly on the document
    
-   Resize fields by dragging the bottom-right corner
    
-   All signers must have at least one Signature field assigned  
    
    ![](https://staticfiles.gleap.io/gattachments/LxPs7W2n4eC8WezKslXwLLO0AY0rLC6POvRCT5NuzZGJJ1MVZJJCPRWOsypw1AbmDpp9qlVGIO5.png)
    

### **Step 4: Emails**

-   Edit the content for invitation, reminder, and completion emails
    
-   Use email strings for dynamic values (e.g., {{expiryDate}} )
    
-   Set a reminder schedule for all signers; set to 0 to send reminders until the document expires
    
    ![](https://staticfiles.gleap.io/gattachments/TXfXOwuqGlOthbsMDqlWfBTXAlSpPvPJKGvVmzu0jOqq2TOQZY3WEXu068Qt7NBSfmObBH5EWtd.png)
    

### **Step 5: Review**

-   Choose a delivery mode (all modes send an email to signers)
    
-   Review all details and send  
    
    ![](https://staticfiles.gleap.io/gattachments/NbcrnsSBoumy8slTwjBk0S1rJXJiFUz8fbUqXn3eQgCWrnZiBfTmP9urRhrx2YAw80x93HxUQdV.png)
    

-   Note: The Next button will remain gray if required fields in the current step are incomplete.
    

## Q4. What is the difference between external and internal signers?

-   **External signers:** outside the organization; receive an email to sign the document; no account or sign-in required, they access the request directly via the emailed link
    
-   **Internal signers:** inside the organization; do not receive an email; they sign via **To Do List (upper right icon, beside notification icon)** **→** **To Sign**
    
    -   Note: If you want an organization member to receive the signing email, add them as an external signer instead.
        

## Q5. How do internal signers sign the document?

-   Internal signers go to **To Do List (upper right icon, beside notification icon)** **→** **To Sign** to access and sign the document.
    

![](https://staticfiles.gleap.io/gattachments/jHd7c25fjzrYOK5zVRm3nBi7jrsrL4xOD0Yu4UN1YuFxQx78YUk2i4NVTwn4I4ZqL4rbLkTxQpO.png)

## Q6. What fields can be added to a document?

-   **Signature:** signer can type or draw a signature
    
-   **Initial:** signer can type or draw initials
    
-   **Date:** auto-fills with today's date when clicked
    
-   **Text:** signer can enter free-form text
    
-   Note:
    
    -   Fields can be added to both the quote and any attached PDFs, and resized by dragging the bottom-right corner.
        
    -   A red signer field means that a signer hasn't been assigned a signing field yet. All signers must have at least 1 field to sign.
        

![](https://staticfiles.gleap.io/gattachments/Njt6rsvK2EsxOdNI0PI1NEpGDhlfMUUo4ocDpTQi0NWbvBFafpopGdeJsJ3W7PG2vIwrWf5TWhp.png)

## Q7. Can I make a field optional?

-   Yes. Click on the field and uncheck the required checkbox.
    

## Q8. How do I delete a field?

-   Click on the field and select Remove Field.
    

## Q9. Can I attach additional PDFs to the document?

-   Yes. Up to 10 PDF attachments are supported, with a maximum of 8MB total for all attached documents. Signing fields can also be added to attached PDFs in [**Step 3**](https://help.juan.ac/en/articles/9994234-e-sign-quotes.md#heading-5-step-3-fields).
    

![](https://staticfiles.gleap.io/gattachments/xct2ZViGwiFTK2p1oBglKIg1SCc64mbURe3zcTi6P8Iq5ECn8FKPHS4WVVmVhZIeUWr3No3R3OZ.png)

## Q10. Can I customize the signing emails?

-   Yes. In [**Step 4: Emails**](https://help.juan.ac/en/articles/9994234-e-sign-quotes.md#heading-6-step-4-emails), you can edit the invitation, reminder, and completion email content.
    
-   Use email strings for dynamic values such as {{expiryDate}}.
    

![](https://staticfiles.gleap.io/gattachments/wCo9Jr2McjrTxKvB860fbE5iwGBhgu2M1EwrxE0vNTunUew2zXpLBwtN1dZEVokn6lH4OLWl0Jv.png)

## Q11. What notifications do CC observers receive?

-   CC observers are notified based on the template's Reminders and Sender Notification Cadence setting.
    
-   This can be configured to notify observers on every event, milestones only, completion only, or not at all. See [**What can I set up under Reminders?**](https://help.juan.ac/en/articles/9994235-e-sign-templates.md#heading-5-q6-what-can-i-set-up-under-reminders) in E-Sign Templates.
    

## Q12. Where can I view e-signing activity?

-   Go to **Sales** **→** **Orders** **→** **Quotes** **→** **Pending** **→** **open a pending quote** **→** **click the E-Sign icon** to view details and activity.
    

![](https://staticfiles.gleap.io/gattachments/GIWbHKcjrIaAoRDYLl1jD3qUraZcoe14xUeo3X6lvivFFpas8D8QpPM89iBHcFi7LhB1NfOwTUc.png)

![](https://staticfiles.gleap.io/gattachments/6Z51dbeDfj1PQZ3fGnPbem3Pe6sdqNz3mOCQjKkpTQ1fLQ4NEdkvrqX1HBsQYzSbvdiCIUEOhLb.png)

## Q13. What happens when a document expires?

-   The action taken depends on what is set under Action on Expiry in [**Step 1**](https://help.juan.ac/en/articles/9994234-e-sign-quotes.md#heading-3-step-1-template):
    
    -   **Auto-cancel:** cancels the quote
        
    -   **Alert, then cancel:** notifies all parties, then cancels the quote
        
    -   **Manual only:** no automated action; quote must be edited manually
        

![](https://staticfiles.gleap.io/gattachments/K8H2WAGFPPsnFCcfCpG0CyzzNxkVc5cCbCvZxoBTpvDDlhoNpFwxkQfCVnqlhgQFU4t2Rdcpp8P.png)

## Q14. What happens when a signer declines to sign?

-   The sender is notified of the decline. The document is not completed, even if all other signers have already signed.
    
-   Since signing is sequential, any signers after the declining signer are not asked to sign.
    
-   Once the quote is edited based on the decline reason, you can resend it for e-signing.
    
-   Resending invalidates the previous signing link, and a new link is sent to all signers via email.
    

## Q15. Can I edit the e-sign setup after sending?

-   No. E-sign details are final once sent.
    

## Q16. Can I edit the sales quote while e-signing is in progress?

-   No. Attempting to edit the quote while e-signing is underway will return an error.
    

## Q17. Can I resend a document for e-signing?

-   Yes. Resending cancels the current signing request and sends all signers a new link. The previous link will stop working.
    

## Q18. Can I cancel a pending e-sign request?

-   Yes. Go to **Sales** **→** **Orders** **→** **Quotes** **→** **Pending** **→** **open the quote** **→** **click the E-Sign icon** **→** **click the 3-dot icon** **→** **select Cancel**. This cancels the signing request for all signers.
    
-   After cancelling, the quote remains in Pending status and can be resent for e-signing.
    

## Q19. Can I edit the sales quote after e-signing is complete?

-   Yes, but edits will not affect the signed PDF. If changes are needed, create a new quote and resend for e-signing.
    

## Q20. How do I download a signed document?

-   Once all signers have completed signing, a copy is sent to all external signers via email.
    
-   Organization members with orders access can also download it directly: go to **Sales** **→** **Orders** **→** **Quotes** **→** **Pending** **→** **open the quote** **→** **click the E-Sign icon** **→** **click the Download icon.**
    

## Q21. What happens to e-signing if the quote is voided?

-   If the quote has a pending e-sign request, voiding the quote disables that request and it can no longer be sent for signing.
    
-   If the quote was already successfully e-signed, voiding the quote permanently removes access to download the signed document.
    

## Q22. Is there a limit on how many documents I can send for e-signing?

-   E-Sign is part of the Orders add-on. Usage limits depend on your subscription plan.
    

## Q23. Why can't I see the E-Sign icon on a quote?

-   The E-Sign icon is only available on quotes with Pending status. Draft quotes cannot be sent for e-signing.