Sign Quote/Order
Signing is how your customer confirms a quote or order. They open a signing page on your store, review every item, option, fee, and total, read your terms, and sign with a finger, a mouse, or their typed name. Their signature is saved on the quote or order, and they can pay right away if you allow it.
This article explains what the signing page shows, how your customer signs, what they see after signing, and what to do when a quote can't be signed.
How Signing Fits Into the Workflow#
| Stage | Who acts | What happens |
|---|---|---|
| Create | Salesperson | The quote or order is created in the web app or on POS. |
| Review (if needed) | Reviewer | Your review rules decide whether it needs approval first. |
| Request signature | Salesperson | The customer gets the signing link by email, by a copied link, or by scanning a QR code on POS. |
| Sign | Customer | The customer reviews the document on the signing page and signs it. |
| Pay | Customer or salesperson | The customer pays from the signing page or a payment link, or your staff take payment in store. |
| Purchase orders and fulfillment | Back office | Purchase orders go to vendors, and the order is fulfilled. |
To send the link, see Request Signature & Payment. On POS, use Show QR to Sign on the order screen; see Edit Quotes/Orders.
Before You Send the Link#
Consider the following questions before you send the signing link:
Does the quote have a customer?#
A quote or order can only be signed once a customer is attached. Without one, the page says A customer must be attached to this quote before it can be signed.
Is everything final?#
The customer signs what's on the document at that moment. If you later change something they would see (an item, price, quantity, option, fee, shipping, or discount), their signature no longer applies and they need to sign again.
Do you want the customer to pay straight after signing?#
If your store turns on Customers can pay only after payment is enabled on the order (in Settings, Order defaults), the customer can't pay from the signing page until you turn on payment for that quote or order. See Request Signature & Payment.
Do Signing Links Expire?#
No. A signing link keeps working, even after the Valid Until date printed on a quote. Valid Until is 30 days after the quote was created; it tells the customer how long you intend to honor the price, but OrderPilot doesn't block signing after that date. If you don't want an old quote signed, update it or reject it in the web app.
What Does the Signing Page Show?#
The signing page shows the same document as your quote or order PDF, built from your document design. The sections below are the usual ones.
Header and Dates#
Your logo and store details, then the document type and number (for example, a quote number starting with Q-). A dates box shows Quote Date (or Date Created on an order), Valid Until (quotes only), and Sales Person.
Bill To and Ship To#
The customer's billing and shipping addresses, so they can check delivery details.
Line Items#
Each product with its image, description, chosen options (for example, fabric and wood finish), quantity, price, and line total.
Summary#
The totals block lists Subtotal, then any Discount, Sales TAX, fees (such as Delivery, Installation, Freight, or Tariff Surcharge), and Total Amount. If the customer has already paid something, Payment Applied shows it, and Refunded appears if money was returned. Balance Due shows what's left to pay. The customer's signature and the date they signed appear in this block once they sign.
Terms and Conditions#
Your location's standard terms, followed by Additional terms for selected products when a product template or category on the quote carries its own terms. Each additional section says which products it applies to. When the customer signs, the wording they agreed to is saved with their signature.
How Your Customer Signs#
Step 1: The customer opens the link (or scans the QR code). The signing page opens in their browser on your store's website. No account or login is needed.
Step 2: They review the items, options, prices, addresses, and terms.
Step 3: They click “Accept & Sign Quote” (or “Accept & Sign Order”) at the bottom of the page.
Step 4: A dialog titled Accept & Sign Quote with the quote number opens. The customer picks how to sign:
| Tab | How it works |
|---|---|
| Draw | Draw a signature with a finger, stylus, mouse, or trackpad in the box. Clear starts over. |
| Type | Type a name in Type your name. It appears in a signature-style font. Clear starts over. |
| Auto-Generate | Uses the customer's name from the quote, in a signature-style font. |
Step 5: They click “Confirm Signature”. The dialog closes, and the signature and signing date appear in the summary.
If the customer closes the dialog after starting a signature, the page asks Discard this unsaved signature? so nothing is lost by accident.
What the Customer Sees After Signing#
Right after signing, the Accept & Sign button is replaced by a payment option. Which one depends on the quote or order:
| What appears | When |
|---|---|
| Pay Deposit | The quote or order has payment terms that require a deposit. |
| Pay $X (the balance due) | There's no deposit rule, so the customer pays the balance. |
| Contact store to pay | No checkout link is ready yet. The button opens an email to your store. |
| Thanks. We'll let you know when this is ready for payment. | Your store requires payment to be enabled on each order, and it isn't enabled yet. |
| Nothing | The quote or order is already paid in full. |
When the customer scrolls away from the payment button, a copy of it stays at the bottom corner of the screen, so they can pay from anywhere on the page. The button opens Shopify checkout in a new tab. See Pay for Quote/Order.
If the customer opens the link again later, the page shows their signature and the payment option, without the sign button.
Signing Again After Changes#
If you change something the customer would see on a signed quote or order, the signature is cleared and OrderPilot shows the record as not signed. Send the same link again (it still works), or show the QR code on POS. The customer sees the updated document and signs it again.
If you save a change while the customer has the page open, their signature won't go through. They see a message that the order may have been edited and that they should reload the page from their link. After reloading, they can review the new version and sign.
When a Quote Can't Be Signed#
| What the customer sees | Why | What to do |
|---|---|---|
| Quote cannot be signed and This quote has been rejected and can no longer be signed. | The quote's status is Rejected. | If the sale is back on, move the quote out of Rejected in the web app and send the link again. |
| A customer must be attached to this quote before it can be signed. | The quote has no customer. | Add the customer and send the link again. |
| This signing link is not valid. Ask the store to send you a new link. | The link is incomplete or was changed (for example, cut off when copied). | Copy the link again from the quote, or resend the email. |
| Order has already been signed | The customer tried to sign in a second tab after signing in the first. | Nothing; the first signature is saved. |
| The terms could not be loaded. Refresh the page and try again. | The terms didn't load in time. | Ask the customer to refresh the page and sign again. |
On Phones and Tablets#
The signing page works in any modern browser on a phone, tablet, or computer. On a phone, the document keeps its PDF layout, so the customer may need to scroll sideways or zoom to read wide tables. The signature dialog fills the screen on a phone, which leaves plenty of room to draw a signature with a finger.
Example: Olivia Bennett Signs Her Linden Sofa Quote#
- Olivia Bennett receives an email from Harlow & Finch Interiors with a link to her Linden Sofa quote.
- She opens the link on her phone. She sees the Sage Velvet fabric (+$350), the Feather Blend cushion fill (+$250), the White Glove Delivery fee, the Total Amount, and a Valid Until date 30 days after the quote was created.
- She reads the terms, including the additional terms for upholstered products, and taps “Accept & Sign Quote”.
- On the Draw tab she signs with her finger and taps “Confirm Signature”.
- Her signature appears in the summary, and a Pay Deposit button appears because her quote's payment terms require a deposit. She taps it to pay in Shopify checkout.
Important Notes & Tips#
You Can See When the Link Was Opened#
When the customer opens the signing page, the quote's Activity in OrderPilot shows Customer opened the signing page, so your team can tell whether they've looked at it before following up.
Signing Doesn't Lock the Quote#
Your team can still edit a signed quote. Changes the customer would see clear the signature, so they always sign the latest version.
Use the QR Code in the Showroom#
If the customer is in front of you, tap Show QR to Sign on POS. They scan it with their phone and sign on the spot, with no email needed.
Need Help?#
Customer can't open or sign a quote? Reach out to us at support@bevycommerce.com, and we'll help you find out why.