Zoho Books - Zoho Sign Integration

Digital signatures have come to be a great alternative to conventional signatures with pen and paper–especially for online accounting software like Zoho Books. Digitally signing a document can add a layer of authenticity as well as prevent unauthorized changes to them. 

Zoho Sign makes the process of digitally signing documents as simple as it can get. Here’s what the integration with Zoho Books can do:

Set up the Integration

Insight: If you do not have an organization in Zoho Sign, the Connect Now button will be replaced with a link to create a Zoho Sign organization.

Now, the integration has been set up and you’re all set to digitally sign documents in Zoho Books.

Pro Tip:You will be able to re-configure these options after setting up the integration by going to SettingsIntegrationsZoho Apps. Click Show Details next to Zoho Sign and then click Edit.

Sign Invoices

Only admin users and users with approval permission for invoices will have access to sign an invoice. Additionally, you will have to invite users to your Zoho Sign’s organization so they can configure their own signature, without which, they will not be able to sign invoices in Zoho Books–even if they have permission to do so.

The signature that you configured in Zoho Sign can be used to sign invoices in Zoho Books. To do this: 

Insight: If you have configured multi-level approvals for your sales transactions, then invoices can be signed only after they have been approved by the final approver. 

Now, the PDF copy of this invoice will be digitally signed. The signature will be placed in the Signature section of your invoice template. 

Pro Tip: If you’re using a custom template for invoices, add the %DigitalSignature% placeholder to include your signature in the invoice.

You will not be able to view the digital signature in:

Handling Signatures for System-generated Invoices

Zoho Books creates invoices automatically in certain cases. Here’s how to handle digital signatures for them:

Insight: While adding digital signatures to documents automatically, Zoho Books will use the signature of the user who set up the integration.

Sign Estimates

Only admin users and users with approval permission for estimates will have access to sign estimates from Zoho Books. Additionally, you will have to invite users to your Zoho Sign’s organization so they can configure their own signature, without which, they will not be able to sign estimates in Zoho Books–even if they have permission to do so.

Warning: When digital signature has been enabled for estimates, accepted estimates cannot be edited.

Signing an estimate is similar to signing invoices in Zoho Books. To sign:

Insight: If you have configured multi-level approvals for your estimates, then they can be signed only after they’ve been approved by the final approver.

Now, the PDF copy of this estimate will be digitally signed. The signature will be placed in the Signature section of your estimate’s template.

Pro Tip: If you’re using a custom template for estimates, add the %DigitalSignature% and %ClientSignature% placeholders to include your signature and your customer’s signature in the estimate, respectively.

Getting Customer Signatures on Estimates

Your customers will be required (if configured) to sign their estimates from the client portal before they can accept them.

Whenever your customers choose to accept an estimate, a pop-up will appear asking them to sign the estimate before they can continue. Your customers will be able to seamlessly sign the estimate from that pop-up using their preferred signing method, which could be a drawn signature, a typed signature or an uploaded image. 

Customer Sign on Estimates

Once your customers have signed and accepted an estimate, you will be able to view their signature on the estimate’s PDF copy. 

Edit Signed Documents

If you edit a signed estimate or invoice, you will not be able to perform the following actions unless you re-sign the document:

To re-sign the document, follow the same steps as signing it. 

Re-sign Documents

Warning: Re-signing a document will be considered as signing a new document and will count towards the usage of your plan in Zoho Sign.

Note: You can view the different PDF versions of a signed invoice or estimate from the Comments & History tab. These PDF versions will also be available in the Documents module of Zoho Sign. 

Delete the Integration

If you’d like to stop digitally signing documents in Zoho Books:

Now, the integration with Zoho Sign will be deleted. However, your documents that were digitally signed will remain digitally signed even after deleting the integration.


Was this document helpful?
Yes
No
Thank you for your feedback!
Want a feature?
Suggest
Switch to smart accounting software. Switch to Zoho Books.   Start my free 14-day trial
Zoho Books

VAT compliant accounting
software for small
businesses.

Maybe Later