For added assurance, your rental business may need to capture a customer's signature when agreeing to the terms and agreements of a contract or quote.
Fortunately, you can capture a signature electronically when the customer is present with you in store, at a delivery or pickup, or online through a link to a signature page.
How it works
Capture signatures online or in-person in Booqable
Online or manual order signature request: Request a signature using a link to a signature page. Send a link through email directly from the quote or contract page or copy the link and send it to the customer.
In-person signature: Capture an in-person signature by having a customer sign a quote or contract in-person. This involves generating a contract or quote, from your Booqable individual order page, and having the customer sign it digitally from your mobile device, laptop, or desktop you are working from.
1. Request a signature online
Send a signature request
To request a signature online on a quote or contract using a link, follow these steps:
Go to the Orders > select an existing order.
From the right sidebar of the order screen under Documents, click on New quote or New contract depending on which document you would like to have signed.
Once a contract or quote has been generated, there are two options to have the document signed online. In the right sidebar, under the Signature section, you can either:
Request signature – opens an email sending pop up using the Request signature template. This can be personalized by editing the email template.
Copy signing link – allows you to copy the link to the signature page so you can send this link another way to your customer. Click the three dots to bring up this option.
If you send a signature request by email through Booqable, this will be logged in the right sidebar of the document under Signature requested. Hover over the log to see the date sent and what email the request was sent to.
How customers sign documents using the signature page
The link that is sent to your customer will direct them to a page where they can view, print, download, and sign the document.
To sign it, they will need to:
Click the Review & sign button.
Click Add signature.
Enter First name and Last name.
Generate a signature or draw their signature.
Make sure to check the "I consent to sign and accept this agreement."
After a document is signed
Once the document has been signed, it will automatically update to a “Confirmed” status in your Booqable account and generate a PDF with the signature included.
A Signed log will also appear on the document's page in the right sidebar. If you hover over it, you will see the Date signed, Signed by, and Signer IP address.
Additionally, the customer will automatically receive a Signature received email if there is an email saved to the customer account. This email template can also be customized by editing the email template under system emails.
2. Capture an in-person signature
Go to the Orders section, click into an existing order, and click 'New contract' or 'New Quote' in the top right-hand corner of the screen under 'Documents.'
A downloadable, and printable, PDF document will be created based on the templates that you can customize in your document settings.
Click the Add signature button in the bottom left of the document or the Sign now button from the right sidebar. This will bring up a signing pop up where customers can choose to generate a signature or draw a signature.
Another option is to click the three dots under Signature in the right sidebar, click Open signing page and allow customers to sign from the signing page instead of inside your Booqable account. This is a more secure way for customers to sign in-person.
When a customer signs, they must check the "I consent to sign and accept this agreement" box in order to complete the signature. The "First name" and "Last name" fields are also required.
Once the document is signed, the customer will automatically receive a Signature received email if there is an email saved to the customer account.
Tips: Drawing a signature is easiest if you are working on an iPad or tablet that you can hand over to the customer, but this can also work well with a desktop or laptop mouse.
If you're using a signature pad, there is a fullscreen option when allowing customers to draw their signature.
3. Confirm a document without a signature
If you would like to mark a quote or contract as confirmed without a signature, click on the three dots under Signature and click Mark as confirmed.
4. Best practices
How to filter documents by signed status
You can quickly check to see which quotes and contracts have been signed from the Documents section. Follow these steps to do this:
Go to the Documents section in your Booqable account.
Click on the Contracts or Quotes tab.
From the left sidebar, under the Signed filter, select Yes from the dropdown to filter by only signed documents.
How to receive email notifications that a document was signed
If you would like to automatically receive an email when a document is signed, then you can choose to receive a copy of all outgoing emails. By using this feature, you will receive the "Signature received" email that is sent to your customer to your inbox as well.
Please note that you will receive copies of all other outgoing emails as well.
To use this setting:
Go to Settings > Back office > Emails.
Under General, enter the email that you would like to receive these emails in the "Send a copy of all outgoing emails to:" box. You can also enter multiple addresses using commas to separate them.
How to customize or translate the wording
Using translations, you can customize the wording or translate all the steps for e-signatures from the Settings > Translations > Portal section. Learn more about translations: How to set up translations.