Digital Signature

A digital signature confirms that a document truly comes from you and ensures no one changes it after you send it. This helps your customers trust the document’s authenticity and protects your business from unauthorised tampering. Digital Signature also supports secure, paperless communication across all businesses.

The Digital Signature in Zoho ERP allows you to apply digital signatures to key transactions such as invoices, purchase orders, and credit notes. Once you sign a document, Zoho ERP securely embeds the signature and locks the content. If anyone tries to modify the document after signing, the signature becomes invalid, clearly indicating that the document has been altered.

Enable Digital Signature in Zoho ERP

In order to use the Digital Signature feature in Zoho ERP, you must first enable it. Here’s how:

• Go to Settings.
• Under Organization Settings, select Digital Signature under Customization.
• Click Enable Signature.
• In the Digital Signature Preferences pop-up, configure the following preferences:
  • Check the User Signature option under Invoices, Purchase Orders, and Credit Notes to enable this feature for the respective modules.
  • Check the Allow users to skip signature for sending Invoices/Purchase Orders option if you want to allow your users to skip adding signature to your invoices and purchase orders.
  • Click Enable.

To enable Digital Signature in your Zoho ERP Windows app:

• Log in to your Zoho ERP account in the Windows app.
• Go to Settings.
• Click Signature on the left sidebar.
• Enable the toggle under Digital Signature, and fill in the following fields:
  • Check the Make digital signatures mandatory for all transactions option if you want to make digital signatures mandatory for all transactions in Zoho ERP.
  • Choose the Entities Supported. The available options are: Invoices, Purchase Orders, and Credit Notes.
  • Under Signature Format, configure how your signature must appear on the transaction PDFs by selecting the required placeholders.
  • Click Save in the top right corner.

Now, Digital Signature will be enabled for your Zoho ERP organisation.

Apply Digital Signatures

To apply digital signature to transactions:

• Log in to your Zoho ERP account in the Windows app.
• Connect your USB token to your Windows device.
• Go to Sales on the left sidebar.
• Select the Invoice dropdown in the module bar and select Invoices.
• Select the invoice for which you want to apply digital signature.
• In the details page, click Sign Invoice. Or, click the More icon in the top right corner, and select Sign.

• In the Sign with certificate pop-up, select the required certificate.
• Click Sign.

The invoice will be marked as Signed in Zoho ERP and will open in the default PDF reader on your Windows device. The digital signature will be displayed at the bottom of your invoice PDF.