A quote no longer has to be printed, signed, scanned and emailed back. With digital signing, your client gets a button to the client portal in the quote email, where they view the quote and approve or reject it with a single signature. You are notified straight away and the quote moves to the status Approved.
ℹ️ Digital signing is a paid add-on on top of your subscription. Want to switch it on? Contact help@numnum.be.
There is no separate switch per quote: as soon as the add-on is active, any quote you send by email can be signed. A quote you only print or download cannot.
⚠️ If you copy in a colleague or yourself, that person can sign too. So keep the recipient list to whoever is actually allowed to decide.
The email your client receives contains the View and sign online button and the line telling them they can view and digitally sign the quote online.
Your client clicks the button in the email and lands straight in the client portal, without an account or a password. Anyone returning later via the portal page enters their email address and is sent a secure link. That link is personal, can be used once and expires after 30 minutes. If the link has expired, your client requests a new one in two clicks.
In the portal your client sees their quotes and invoices. A quote still awaiting a response carries the action To be signed. Opening it, they can:
After confirming, they see Offer approved or Offer rejected, along with “Digitally signed by [name] on [date]”.
As soon as your client signs:
From then on the document shows Digitally signed by [name] on [date].
From that moment the quote is locked: it can no longer be edited or deleted. That is deliberate, because the signed version has to keep matching what your client saw. The same goes for a rejected quote: it stays too, with the reason for rejection attached.
Does something still have to change on an approved quote? Duplicate it and send the new version for signing again.
The add-on unlocks the feature for your company. On top of that there is a separate user permission for digital signing, so you can decide who works with it within your team. You set that up in the user permissions.
Can my client sign invoices too? No, signing only applies to quotes. Your client can view and download invoices in the portal though.
My client can’t find the email any more. Can they still sign? Yes. They go to the client portal, enter their email address and receive a new secure link. Only addresses the quote was sent to get access.
Can a client sign twice or change their mind afterwards? No. A quote that has already been answered shows a message saying so. If something has to change, have a new quote signed.
What if the signature doesn’t come through? A message then says the signature could not be processed and the quote is left untouched. Your client can simply sign again, if needed via the Type tab instead of Draw.
Can I see who signed exactly? Yes. The name and date sit with the quote, and the signer’s email address, timestamp and IP address are kept alongside the frozen PDF of the signed document.
