Zoho Billing - 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 Billing. 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 Billing can do:

Set up the Integration

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

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

Pro Tip:You will be able to re-configure these options after setting up the integration by going to **Settings** > **Integrations** > **Zoho 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 organisation so they can configure their own signature, without which, they will not be able to sign invoices in Zoho Billing–even if they have permission to do so.

The signature that you configured in Zoho Sign can be used to sign invoices in Zoho Billing. 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 Billing creates invoices automatically in certain¬†cases. Here’s how to handle digital signatures for them:

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

Sign Quotes

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

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

Signing a quote is similar to signing invoices in Zoho Billing. To sign:

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

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

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

Getting Customer Signatures on Quotes

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

Whenever your customers choose to accept a quote, a pop-up will appear asking them to sign the quote before they can continue. Your customers will be able to seamlessly sign the quote 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 Quotes

Once your customers have signed and accepted a quote, you will be able to view their signature on the quote’s PDF copy.¬†

Edit Signed Documents

If you edit a signed quote 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
Insight: Any changes made to a signed document will not reflect in its PDF unless it is signed again. The PDF of the document will always have the latest signed copy of the document.
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 quote 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 Billing:

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.


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