E-Sign lets you send purchase requests for digital signing by internal and external parties. It includes built-in email reminders, signing progress tracking, and automated actions when a request is signed or expires.
E-Sign is available on Sales Quotes and Purchase Requests.
Before sending, set up an e-sign template first. See E-Sign Templates for setup details.
To send a request for e-signing:
Go to Purchases → Orders → Requests → Pending
Open a pending request and click the E-Sign icon
Complete the following steps:
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 request: the request is accepted
Auto-accept & bill: the request is accepted and an active bill is created
Set the action on expiry:
Auto-cancel: cancels the request
Alert, then cancel: notifies all parties, then cancels the request
Manual only: no automated action; request must be edited manually
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)
Drag and drop fields onto the request 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
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
Choose a delivery mode (all modes send an email to signers)
Review all details and send
Note: The Next button will remain gray if required fields in the current step are incomplete.
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.
Internal signers go to To Do List (upper right icon, beside notification icon) → To Sign to access and sign the 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 request 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.
Yes. Click on the field and uncheck the required checkbox.
Click on the field and select Remove Field.
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.
Yes. In Step 4: Emails, you can edit the invitation, reminder, and completion email content.
Use email strings for dynamic values such as {{expiryDate}}.
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?] in E-Sign Templates.
Go to Purchases → Orders → Requests → Pending → Open a Pending Request → E-Sign Icon
This shows the details and activity for that request.
The action taken depends on what is set under Action on Expiry in Step 1:
Auto-cancel: cancels the request
Alert, then cancel: notifies all parties, then cancels the request
Manual only: no automated action; request must be edited manually
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 request 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.
No. E-sign details are final once sent.
No. Attempting to edit the request while e-signing is underway will return an error.
Yes. Resending cancels the current signing request and sends all signers a new link. The previous link will stop working.
Go to Purchases → Orders → Requests → Pending → Open the Request → E-Sign Icon → 3-dot Icon → Cancel
This cancels the signing request for all signers.
After cancelling, the request remains in Pending status and can be resent for e-signing.
Yes, but edits will not affect the signed PDF. If changes are needed, create a new request and resend for e-signing.
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 Purchases → Orders → Requests → Pending → Open the Request → E-Sign Icon → Download Icon
If the request has a pending e-sign request, voiding the request disables that request and it can no longer be sent for signing.
If the request was already successfully e-signed, voiding the request permanently removes access to download the signed document.
E-Sign is part of the Orders add-on. Usage limits depend on your subscription plan.
The E-Sign icon is only available on requests with Pending status. Draft requests cannot be sent for e-signing.
