Overview
Aspire's electronic signature feature lets your customers approve proposals without printing, physically signing, or scanning documents. You can email a proposal with an electronic signature link, and your customer signs it right from their browser.
Things to know
Only a system administrator can turn on electronic signatures.
Customers need the opportunity (job) number and their email address to log in and sign.
If someone resets an opportunity to Bidding status, the electronic signature is removed. The customer needs to sign again after you resend the proposal.
This feature supports expandable tokens. For more information, visit Inserting Expandable Tokens.
Requirements
To set up Electronic Signatures, you need System Admin added to your user role.
Have an active proposal ready to send to your customer.
Steps
Set up electronic signatures
Select your user profile icon in the bottom left corner.
Select Administration > Configuration > Electronic Signature.
Select the Enable Electronic Signatures checkbox. Configure the rest of the fields on the page as described in the next section.
Configure electronic signature fields
The following table describes each field on this screen. Fields are listed from top to bottom.
Field | Description |
|---|---|
Enable Electronic Signatures | Select this checkbox to turn on electronic signatures. Once selected, Aspire adds an Enable Electronic Signature checkbox to the Bulk Email Opportunity Proposal screen. You can access this from Bulk Actions on the Opportunities search list screen. |
Job Number Description | When a customer selects the signature link in the proposal email, their browser opens a login screen. The customer enters their email address and the job number to access the proposal. The value you enter here determines how the job number field is labeled on that screen. |
Electronic Link Description | Sets the text that replaces the [Electronic Signature Link] token in the proposal email. This text displays as a hyperlink in the customer's email. When the customer selects it, the signature process starts. Example: "Select here to sign the proposal." |
Email Subject | Sets the default subject line for the electronic signature email sent to customers. Example: Proposal for your review [OpportunityNumber] [OpportunityName] For more information, visit Inserting Expandable Tokens. |
Sales Rep Email Subject | Sets the subject line for the notification email sent to the sales rep when a customer signs a proposal. Example: Accepted proposal #[OpportunityNumber] [OpportunityName] for [PropertyName] This field supports expandable tokens. For more information, visit Inserting Expandable Tokens. |
Email Body | Sets the default body text for the proposal email sent to customers. Example: Hello [PrimaryContactFirstName], Attached is a proposal for your review. If you accept the services outlined, sign by selecting the link: [ElectronicSignatureLink]. If you'd like to make changes, contact our office. Job #[OpportunityNumber] Thank you! This field supports expandable tokens. |
Sales Rep Email Body | Sets the body text for the notification email sent to the sales rep when a customer completes their signature. Example: Your proposal #[OpportunityNumber] has been signed. Win the opportunity! This field supports expandable tokens. |
Confirmation Message | Sets the message your customer sees after they sign the proposal. You may need to scroll down to find this field. Example: Thank you for accepting your project — we'll follow up shortly. |
Send proposals with electronic signatures
You can email proposals from the Email Opportunity Proposal screen. There are two ways to get there:
Send to multiple opportunities (bulk)
In the left navigation pane, select Opportunities.
Select the checkboxes next to the opportunities you want to send proposals for.
Select Bulk Actions > Email.
Send for a single opportunity
Open In the left navigation pane, select Opportunities.
Select the three-dot icon > Email Proposal.
Either method opens the Email Opportunity Proposal screen:
When the electronic signature feature is active:
The Enable Electronic Signature checkbox is already selected.
The Subject field populates from the values you set on the Electronic Signature tab in Configuration.
The Message field populates from the Email Body value in your electronic signature configuration.
Confirm the opportunity number is included in the email. The customer needs this number to log in and sign. A proposal preview with the job number is attached to the email, but we recommend also adding the job number to the subject line or message body so it's easy for the customer to find.
After you review all the information, select Send. Aspire generates the emails, replaces the tokens with actual values for each selected opportunity, and sends each email to its recipient (typically the primary contact for the property).
Note
For a complete guide to emailing a proposal, read the related section of our article about creating an estimate.
What happens next
After you send the proposal, your customer receives an email based on the template you configured.
When your customer selects the signature link in the email, their browser opens a login screen provided by Aspire. Your customer logs in by entering their email address (the one the proposal was sent to) and the job number from the email subject line, the proposal preview attachment, or the email body.
After logging in, Aspire displays the proposal with a Sign button. Your customer can also select Exit to leave without signing.
When the customer selects Sign, the Contact Signature screen opens. The customer uses their mouse (or finger/stylus on a touch device) to draw and save their signature. If the customer has signed a previous proposal, their saved signature displays for them to accept. Your customer selects Save to complete the signing.
Review and confirm the signature
When a customer signs the proposal, Aspire sends a notification email to the sales rep assigned to the opportunity.
On signed opportunities, a View Signature icon displays next to the Status field on the opportunity.
Hover over the icon to see the electronic signature:
After you verify the signature, mark the opportunity as Won. After the opportunity is won, the status changes to Delivered. Aspire then creates the work tickets for the services bid on the opportunity.
Caution:
If you or another team member reset the opportunity to Bidding status, Aspire removes the electronic signature from the proposal. The customer needs to sign the opportunity again after you resend it.