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eSignature

Overview

eSignature introduces a streamlined process for requesting and managing electronic signatures on documents within the Dealer Admin and Customer Portal. This feature enhances workflow efficiency for dealers and provides a seamless signing experience for customers.

Key benefits

  • Simplifies document workflows for dealers and customers.

  • Supports both ERP-integrated and non-integrated dealers.

  • Provides a centralized documents tab for tracking signature status.

  • Ensures legal compliance with U.S. ESIGN Act and UETA standards.

Configuration & eligibility

  • ERP integrated: Documents can be pulled directly from the ERP. This is currently only available for Epicor BisTrack.

  • Non-integrated dealers: Can upload local documents for eSignature.

How to use eSignature

Accessing the documents tab

  • Dealers access the documents tab through Dealer Admin to manage signature requests.

  • Customers access the documents tab through the Customer Portal to view and sign requested documents.

Uploading and loading documents

  • Dealers can:

    • Search for a document in their ERP (BisTrack).

    • Upload a document manually from their local machine.

  • All signature requests must be tied to a contact within a specific account.

Adding input field

  • Once a document is uploaded, input fields can be added:

    • Signature field: Allows freehand signature input.

    • Plain text field: Used for entering names, dates, or other text.

  • After positioning the fields, users proceed to the next step.

Sending signature requests

Choose a recipient type:

  • Existing Customer: Search and select from registered customer accounts.
  • Guest: Enter name and email to send a signature request to a non logged-in user.
Signature links can be sent via:
  • Email and/or SMS
  • Manual copy to share via any external channel
Communication fields auto-fill if a customer is selected. Guest links are secured and tied to the provided email, but no login is required.

Signing in the Customer Portal

  • Customers click the signature link to open the document.

  • If they are not logged in:

    • Registered customers are prompted to sign in.

    • Guest users can continue without signing in or optionally create an account.

  • Users complete the required fields (signature or text) and submit.

Post-signature actions

  • For registered customers, signed documents appear in the Customer Portal for immediate access and download.

  • Guest users receive the signed document via email for reference and to download.

  • Dealers receive an email confirmation of the signed document.

  • Dealers can:

    • View all signed and unsigned documents.

    • View document activity history, including first opened, last opened, last and signed date.

Notifications

Customers receive real-time sidebar notifications in the Builder Portal for:

  • New signature requests
  • Quotes ready to review

Legal and compliance

eSignature is powered by Documenso, ensuring:

  • Compliance with U.S. ESIGN Act, UETA, and other standards.

  • Cryptographic sealing of signed documents to prevent alterations.

  • Inclusion of a signing certificate for verification.

Frequently asked questions (FAQs)

Can non-integrated dealers use eSignature?

Yes! Non-integrated dealers can upload local documents manually for eSignature requests.

Are signed documents stored in the ERP?

No, signed documents are stored in the dealer admin documents tab, which serves as the system of record for eSignature.

How can customers access signed documents?

Customers can download their signed documents from the Customer Portal after signing.

Is there a way to verify signed documents?

Yes. Every signed document includes a signing certificate, acting as a digital fingerprint for authenticity verification.

For additional support contact our customer success team.