## Zoho Inventory Documentation Index

Access the complete documentation index at:
https://www.zoho.com/in/inventory/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Digital Signature

A digital signature authenticates the documents you send to your customers, ensuring they can trust that the document originated from you and prevents unnecessary tampering.

### How Does Digital Signature Work in Zoho Inventory?

The Digital Signature feature in Zoho Inventory allows you to apply digital signatures to transactions such as invoices, purchase orders, and credit notes. Let’s understand this better with a scenario.

**Scenario:** Zylker is a wholesale distributor that sends hundreds of invoices and purchase orders every month. Patricia Boyle, the finance head, wants every document leaving the organisation to be authentic and impossible to alter once issued. She enables Digital Signature in Zoho Inventory and signs each invoice with the company’s USB token before it’s sent. Now, when her customer, Charles Stone, receives an invoice, he can verify that it genuinely came from Zylker and was not tampered with along the way.

**Prerequisites:**

*   Signing transactions with a digital signature is supported only on the [Zoho Inventory Windows app](https://apps.microsoft.com/detail/9nn8qvgj940s?cid=DigitalSignHelpDoc&hl=en-GB&gl=IN) (India Edition). You can enable the feature from the web app or the Windows app.
*   You must have an active Zoho Inventory subscription plan that supports digital signatures. To check if this feature is available in your plan, visit our [pricing page](https://www.zoho.com/in/inventory/pricing/).
*   You must have a USB token or a USB device containing your digital signature certificate.

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### Enable Digital Signature

To use the **Digital Signature** feature in Zoho Inventory, you must first enable it. Choose your platform and follow the steps to enable Digital Signature:

Web App Windows App

*   Log in to your Zoho Inventory account on a web browser.
*   Go to **Settings** in the top right corner of the page.
*   Select **Digital Signature** under _Customisation_.
*   Click **Enable Signature**.

![Enable Digital Signature in Zoho Inventory](/in/inventory/help/images/digital-signature/web_app_enable_1.png)

*   In the following pop-up, configure the **Digital Signature Preference**.
*   Check **User Signature** under _Invoices_, _Credit Notes_, and _Purchase Orders_ to enable digital signature for the respective modules.
*   Under _Other Preferences_, check **Allow users to skip signature for sending Quotes/Invoices/Purchase Orders** if you want your users to send transactions without a digital signature.
*   Click **Enable**.

![Configure Digital Signature preferences in Zoho Inventory](/in/inventory/help/images/digital-signature/web_app_enable_2.png)

*   Log in to your Zoho Inventory account in the [Windows application](https://apps.microsoft.com/detail/9nn8qvgj940s?cid=DigitalSignHelpDoc&hl=en-GB&gl=IN).
*   Go to **Settings** in the top right corner of the page.
*   In the Settings window that opens, click **Signature** on the left sidebar.
*   Click the toggle button next to _No_.

![Signature Preferences in the Zoho Inventory Windows application](/in/inventory/help/images/digital-signature/windows_app_enable.png)

*   Select the **Make digital signatures mandatory for all transactions** option if you want to make digital signatures mandatory for all transactions.
*   Select the entities for which you want to enable digital signature under the _Entities Supported_ section.
*   Configure how your signature must appear on the transaction PDFs by selecting the required placeholders under the _Signature Format_ section.
*   Click **Save** in the top right corner.

![Enable digital signature and configure entities in the Windows application](/in/inventory/help/images/digital-signature/win_app_settings_page_enable.png)

Now, digital signature will be enabled for your Zoho Inventory organisation.

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### Apply Digital Signatures

Once enabled, sign transactions in the Zoho Inventory Windows application.

To apply a digital signature:

*   Log in to your Zoho Inventory account in the [Windows application](https://apps.microsoft.com/detail/9nn8qvgj940s?cid=DigitalSignHelpDoc&hl=en-GB&gl=IN).
*   Connect your USB token to your Windows device.
*   Go to _Sales_ on the left sidebar and select **Invoices**.
*   Select an invoice for which you want to apply digital signature.
*   Click the **Sign Invoice** button on the _What’s Next_ banner. Otherwise, click the **More** icon in the top right and select **Sign**.

![Sign an invoice in the Zoho Inventory Windows application](/in/inventory/help/images/digital-signature/win_invoices_page.png)

**Note:** A pop-up named _Sign with certificate_ will appear. If your USB token (certificate) is currently connected to your Windows device, Zoho Inventory will list the certificate in this pop-up. Else, connect it now and click **Refresh** for Zoho Inventory to list that certificate in the pop-up.

*   Select the certificate in the _Sign with certificate_ pop-up and click **Sign**.

![Select a certificate in the Sign with certificate pop-up](/in/inventory/help/images/digital-signature/win_sign_example.png)

Once you click **Sign**, your invoice will be marked as Signed in Zoho Inventory 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.

![Digital signature displayed at the bottom of the invoice PDF](/in/inventory/help/images/digital-signature/win_signed_invoice.png)

**Notes:**

*   You can sign only approved transactions (invoices, credit notes, and purchase orders), if you have enabled [Approvals](/inventory/help/transaction-approval/transaction-approval.html).
*   You can send transactions to your customer only after signing them digitally.
*   The signed version of the transactions will be available only as PDFs.
*   If you edit a digitally signed transaction, you must sign it again after editing. Only then will the changes reflect in the PDF. The changes will also reflect in the customer portal automatically. If you haven’t enabled the [customer portal](/inventory/help/customer-portal/index.html), you must sign the invoice again and resend the PDF to your customer.
*   In the Windows application, digitally signed documents will not be listed in the Signature module.

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##### Next >

[**Transaction Approval**](/inventory/help/transaction-approval/transaction-approval.html)