Digital Signatures
Digital Signatures (Pro) let you have the payer accept your terms, such as a damage or cancellation policy, and sign with their name before they can pay a folio. The signature is kept with the folio as a readable record: the payer’s name, the exact terms they accepted, and the date, time, and IP address it was signed from.
Set up your User Acceptance Templates
Templates hold the terms a payer accepts. An owner or super user manages them from Settings, Communication, under User Acceptance Templates:
- Add template gives it a name (only your team sees this) and the template text (what the payer reads). The text is plain text and keeps its line breaks.
- One template is the default, preselected whenever someone asks for a signature. Your first template becomes the default automatically.
- Editing or deleting a template never changes a folio that already asked for a signature: each folio keeps a copy of the text it was sent with.
Get a signature on a folio
On any folio, before or after you send it, any team member can turn on Get Signature in the Digital Signature panel. If your business has more than one template, choose which one to use. The terms are added to the end of the folio document, so they appear in the email, the PDF, and on the payment page.
You can turn Get Signature off, or switch templates, until the payer signs. Once signed, the request can no longer be changed.
What the payer sees
On the payment page the template text appears at the end of the folio, followed by fields for their First name and Last name and an Accept button. The payment form does not appear until they have filled in both names and pressed Accept, and payments are refused for an unsigned folio even if the page is bypassed.
Once they accept, their name is shown as a signature along with “Accepted and signed by”, the date and time (in UTC), and the IP address it was signed from. The same signature block appears on the folio from then on, including its PDF and emails.
Copies of the signed folio
When a signed folio is paid:
- the payer receives their payment receipt, which includes the signed folio;
- the team member who sent the folio (or created it, if it was never emailed) receives a copy of the signed folio;
- the Folio Email from Settings, Communication also receives a copy, unless it is the same address as the team member who sent the folio.
Folio history
The folio’s History shows when a signature was requested (and with which template), if the request was removed, and a line when the Digital Signature was captured, naming who signed and the IP address it was signed from. Emails of the signed copies are listed there too.
See Plans, Reports, and Documents for everything included in Pro.