Collect customers’ signatures
One of the features offered by OctopusPro is the ability to add a customer signature custom field to certain documentation, such as contracts or forms. This feature ensures that businesses can collect legally-binding signatures from their clients with ease, reducing the need for physical paperwork and streamlining the signing process.
In addition to custom signature fields, customers can also sign bookings through the customer portal or the fieldworker’s application. For example, customers can add their signature to booking forms while creating a new booking or sign bookings that have been completed through the fieldworker’s application while the fieldworker is still on-site.
Furthermore, customers can sign quotes, bookings, and invoices sent via email, ensuring that businesses can collect signatures from customers even if they are not physically present. The signature appears on both the view page and the PDF version of the document, making it easy to track and manage signatures over time.
OctopusPro also offers the ability to save customer signatures on their profile, making it easy to view and manage signatures over time. This feature can be particularly useful for businesses that require multiple signatures from the same customer over time, such as for ongoing service contracts or project work.
Additionally, OctopusPro allows customers to sign directly through the fieldworker app while in the presence of a fieldworker. This feature is particularly useful for businesses that require on-site services, such as construction, maintenance, or repair services. By allowing customers to sign directly through the fieldworker app, businesses can complete the signature collection process in real time, reducing the risk of misplacing or losing paperwork.
Overall, OctopusPro’s signature collection features offer businesses a seamless, efficient, and transparent customer experience, ensuring that all necessary documentation and signatures are collected in a timely and accurate manner. With the ability to customize signature fields, collect signatures through multiple channels, and save signatures to customer profiles, OctopusPro can help businesses streamline their operations and reduce administrative burdens.
Table of contents
- Using customers’ custom fields to save customer’s signatures on their profile
- Adding a customer’s signature to their profile or to a new customer
- Adding the customer’s signature through the customer portal as a customer
- Adding a custom signature field to a service
- Can customers sign through the fieldworker app while the fieldworker is on-site?
- Can customers sign when accepting a quote sent via email?
- Can customers sign a booking sent via email?
- Can customers sign an invoice sent via email?
- Where does the signature appear on the quote/booking/invoice view page?
- Where does the signature appear on the quote/booking/invoice PDFs?
Using customers’ custom fields to save customer’s signatures on their profile
OctopusPro allows you to add custom fields that can be added to your customer profiles to record any information that is not included in the standard customer profile. For example, you can create a custom field to record your customer’s date of birth, gender, hobbies, interests, signature, or any other helpful information specific to your industry.
To add a signature custom field, go to Settings > General settings > customer profile then click on Create new then select signature from the custom field type, after saving make sure the active and visible flags are enabled to be able to use the custom field. Visit the customer custom field page to learn more. This custom field will be used to save the customer’s signature to their profile where you can view them later.
Adding a customer’s signature to their profile or to a new customer
You can add the customer’s signature when you edit the customer’s profile or while creating a new customer profile, go to Customers from the sidebar menu on the left and click on Create new or edit a customer’s profile. Visit the Edit contact details page to learn more.
From the details form, scroll down and click on Add signature, a pop-up window will appear where you can manually add the customer’s signature.
Viewing the customer’s signature on the customer’s profile
To view the added signature on the customer’s profile, go to Customers > All customers from the sidebar menu on the left and view the customer’s profile. From the signature section, open the link provided to view the signature.
Adding the customer’s signature through the customer portal as a customer
Customers are able to add their signatures on their profiles through the customer portal. After signing in to their account, go to My account and click on the edit icon in the top right of the profile.
An edit from will appear where they can edit their contact details and add a signature easily, click on Add signature and a pop-up window will appear where they will be able to add their signature manually then click on Save.
Viewing signature on the customer portal as a customer
To view the added signature on the customer portal, click on My profile from side menu on the homepage, and click on the signature link to view it.
Can customers sign through the fieldworker app while the fieldworker is on-site?
Fieldworkers can easily collect customers’ signatures on-site using the fieldworker’s application, so customers can sign bookings once done or before starting the appointment.
From the fieldworker’s app, go to the booking and click on the action button from the top right of the page, then select Customer sign-off.
The fieldworker will be redirected to the signature blank page where they can sign the booking on site and click on Save.
Alternatively, fieldworkers can collect customers’ signatures on their profiles from the fieldworker’s application. Go to the booking, select the customer they want to add a signature to and view their profile.
From the customer’s profile page, click on Signature and the blank signature page will appear where the customer can add their signature.
Can customers sign when accepting a quote sent via email?
Customers can sign and approve quotes when you send them via email, go to Quotes > All quotes, and view the quote you want to be signed, from the top right of the page click on Email > Email quote.
An email form will appear with the suggested canned response which has a link to request the customer’s signature then click on Send. Visit the Email templates page to learn more about how to edit email templates.
The customer will receive this email, and when they click on the signature link, they will be redirected to the customer’s signature page where they’ll find quote details and the amount.
Customers can also sign quotes, bookings and invoices from their phones, when they open their email using the smartphones and click on the signature link, they will be redirected to the customers signature page on their browser where they can sign and accept quotes, invoices and bookings using their fingers for more convenient signatures.
Can customers sign a booking sent via email?
You can collect the customer’s signature when accepting when you send a booking confirmation email to the customer, go to Bookings > All bookings and view the booking you want, then click on Email > Email booking to customer from the top right of the page.
A booking confirmation email form will appear that includes the signature link in the email template recommended.
The customer will receive the booking confirmation email and when they click on the signature link they’ll be redirected to the customer’s signature page where they can sign the booking.
Can customers sign an invoice sent via email?
When you email an invoice to a customer, they can sign it through a link found in the email, go to Invoices > All invoices, and view the invoice you want to send. Click on Email > Email invoice from the top right of the page.
An email form will appear that has the invoice for payment template and the signature link included.
When the customer receives the email and clicks on the signature link, they will be redirected to the customer signature page where they can accept and sign the invoice.
Where does the signature appear on the quote/booking/invoice?
All customer signatures are viewed in the customer information section in the invoices and quotes view pages.
To view signatures on bookings, view the booking then click on the invoice related, you’ll be redirected to the invoice view page, from the customer info section, you can show or remove the signature added.
Where does the signature appear on the quote/booking/invoice PDFs?
Quotes
You can view signatures signed by your customers on the quotes when you preview or print the PDF, go to the quote and click on Actions > Preview invoice or Print PDF so you can download the pdf on your computer. On the PDF you’ll find the handwritten signature and the date signed.
