Zoho Books - Zoho Sign Integration | Help

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href="/books/help/migration/migrate-wave-to-zohobooks.html">From Wave</a> </li> <li > <a href="/books/help/migration/migrating-to-zoho-books-from-other-software.html">From Other Systems</a> </li> <li > <a href="/books/help/migration/migrating-zoho-invoice-to-zoho-books.html">From Zoho Invoice</a> </li> </ul> </li> <li class="nested-menu "> <a class="sub-menu-trigger" href="javascript:;"> <b class="sub-menu-arrow line-arrow right "></b> Check </a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/books/help/check/">Print checks in Zoho Books</a> </li> </ul> </li> <li class="nested-menu "> <a class="sub-menu-trigger" href="javascript:;"> <b class="sub-menu-arrow line-arrow right "></b> Web Tabs </a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/books/help/web-tabs/">Introduction - Web Tabs</a> </li> </ul> </li> </ul> </div> <div class="help-content " id="content"> <div class="product-logo to-print"><img src="/books/kb/images/books.png"/></div> <div id="searchbox-in-help-container"></div> <h1 id="integrate-zoho-books-with-zoho-sign">Integrate Zoho Books with Zoho Sign</h1> <p>Digital signatures have come to be a great alternative to conventional signatures with pen and paper–especially for online accounting software like Zoho Books. Digitally signing a document can add a layer of authenticity as well as prevent unauthorized changes to them.聽</p> <p>Zoho Sign makes the聽<a href="https://www.zoho.com/sign/digital-signatures.html" target="_blank">process of digitally signing documents</a> as simple as it can get. Here’s what the integration with Zoho Books can do:</p> <ul> <li>You and your users will be able to sign invoices and quotes聽with a single click before they are sent to your customers.聽</li> <li>You can restrict invoices and quotes from being sent to your customers unless they have been signed.</li> <li>Your customers can be required to sign quotes聽before they can accept them from the customer portal.聽</li> </ul> <div class="side-grid no-print"><h5 id="in-this-page">IN THIS PAGE…</h5> <ul> <li><a href="/books/help/integrations/sign-integration.html#set-up">Set up the Integration</a></li> <li><a href="/books/help/integrations/sign-integration.html#sign-invoices">Sign Invoices</a></li> <li><a href="/books/help/integrations/sign-integration.html#system-generated">Handling Signatures for System-generated Invoices</a></li> <li><a href="/books/help/integrations/sign-integration.html#sign-quotes">Sign Quotes</a></li> <li><a href="/books/help/integrations/sign-integration.html#customer-signature">Getting Customer Signatures on Quotes</a></li> <li><a href="/books/help/integrations/sign-integration.html#edit-signed">Edit Signed Documents</a></li> <li><a href="/books/help/integrations/sign-integration.html#delete">Delete the Integration</a></li> </ul> </div> <h2 id="set-up">Set up the Integration</h2> <ul> <li>Go to聽<strong>Settings</strong> on the top right corner of the page.聽</li> <li>Select <strong>Zoho Apps</strong> under <em>Integrations</em>.</li> <li>On the <em>Zoho Apps</em> page, click the聽<strong>Connect</strong>聽button聽next to聽<em>Zoho Sign</em>.</li> </ul> <img alt="Connect to Zoho Sign" src="/books/help/images/integrations/sign/sign-connect.png" width="1000" /> <ul> <li>Click聽<strong>Connect Now</strong> on the next screen.</li> </ul> <img alt="Zoho Sign Details Screen" src="/books/help/images/integrations/sign/sign-connect-now.png" width="1000" /> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> If you do not have an聽organization聽in Zoho Sign,聽the聽<strong>Connect Now</strong>聽button will be replaced with a link to create a Zoho Sign organization.</p> </div> <ul> <li> <p>Configure the聽documents for which you require digital signatures.聽</p> <ul> <li> <p><strong>User Signature for Invoices</strong>:聽Enable this option if you want to restrict invoices from being sent unless they have been signed.</p> </li> <li> <p><strong>User Signature for Quotes</strong>:聽Enable this option if you want to restrict quotes from being sent unless they have been signed.</p> </li> <li> <p><strong>Customer Signature for Quotes</strong>: Enable this option if you want your customers to sign a quote before they accept it from the customer portal.聽</p> <img alt="configure Zoho Sign" src="/books/help/images/integrations/sign/sign-configure.png" width="500" /> </li> </ul> </li> <li> <p>Click聽<strong>Integrate</strong>.</p> </li> </ul> <p>Now, the integration has been set up and you’re all set聽to digitally sign documents in Zoho Books.</p> <div class="tips-protip"><div class="tips-protip-img"></div> <p><b>Pro Tip:</b>You will be able to re-configure these options after setting up the integration by going to聽<strong>Settings</strong> >聽<strong>Integrations</strong> >聽<strong>Zoho Apps</strong>. Click聽<strong>Show Details</strong>聽next to <strong>Zoho Sign</strong> and then click聽<strong>Edit</strong>.</p> </div> <h2 id="sign-invoices">Sign Invoices</h2> <p>Only admin users and users with approval permission for invoices will have聽access to sign an invoice. Additionally, you will have to聽<a href="https://www.zoho.com/sign/help/admin-guide/manage-users.html#add" target="_blank">invite users</a> to your Zoho Sign’s organization so they can configure their own signature, without which, they will not be able to sign invoices in Zoho Books–even if they have permission to do so.</p> <p>The signature that you聽<a href= "https://www.zoho.com/sign/how-to-create-electronic-signature.html" target = "_blank">configured</a> in Zoho Sign can be used to sign invoices in Zoho Books.聽To do this:聽</p> <ul> <li> <p>Go to the聽<strong>Invoices</strong> module (under Sales) from the left sidebar.聽</p> </li> <li> <p>Select the invoice that you want to sign.</p> <img alt="Sign Invoice" src="/books/help/images/integrations/sign/sign-invoice.png" width="800" /> </li> <li> <p>Click聽<strong>Sign Invoice</strong>.聽</p> </li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> If you have configured multi-level approvals for your聽sales transactions, then聽invoices can be signed only after they have been approved by the final approver.聽</p> </div> <ul> <li> <p>Check the preview of your signature in the pop-up that follows and click聽<strong>Sign Invoice</strong>.</p> <img alt="Preview Zoho Sign Signature" src="/books/help/images/integrations/sign/sign-preview.png" width="550" /> </li> </ul> <p>Now, the PDF copy of this invoice will be digitally signed. The signature will be placed in the <a href="https://www.zoho.com/books/help/settings/templates.html#footer" target="_blank">Signature聽section</a> of your invoice聽template.聽</p> <div class="tips-protip"><div class="tips-protip-img"></div> <p><b>Pro Tip:</b> If you’re using a custom template for invoices, add the聽<code>%DigitalSignature%</code>聽placeholder to include your signature in the invoice.</p> </div> <p>You will聽<strong>not</strong> be able to view the digital signature in:</p> <ul> <li>A PDF obtained by printing more than one copy of the invoice at a particular time.</li> <li>A PDF obtained by printing or downloading聽invoices in bulk.</li> <li>The preview shown on the invoice details screen.</li> </ul> <h2 id="system-generated">Handling Signatures for System-generated Invoices</h2> <p>Zoho Books creates invoices automatically in certain聽cases. Here’s how to handle digital signatures for them:</p> <ul> <li><strong>Recurring invoices</strong>: For invoices created through a recurring profile, a digital signature will be added automatically. If you do not want this to happen, you must choose the聽<strong>Create Invoices as Drafts</strong> option in your聽<a href="https://www.zoho.com/books/help/recurring-invoice/preferences.html" target="_blank">recurring invoice’s聽preferences</a>.聽</li> <li><strong>Invoices from quotes</strong>:聽If聽you’ve configured your quotes to get converted to invoices automatically when they’ve been聽signed by your customers, you can choose to add a digital signature to them by selecting the聽<strong>Yes, Save, Sign and Send</strong> option in your聽<a href="https://www.zoho.com/books/help/quote/preferences.html" target="_blank">quote’s聽preferences</a>.聽</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> While聽adding digital signatures to documents automatically, Zoho Books will use the signature of the user who set up the integration.</p> </div> <h2 id="sign-quotes">Sign Quotes</h2> <p>Only admin users and users with approval permission for quotes will have access to sign quotes from Zoho Books.聽Additionally, you will have to聽<a href="https://www.zoho.com/sign/help/admin-guide/manage-users.html#add" target="_blank">invite聽users</a> to your Zoho Sign’s organization so they can configure their own signature, without which, they will not be able to sign quotes in Zoho Books–even if they have permission to do so.</p> <div class="tips-warning"><div class="tips-warning-img"></div> <p><b>Warning:</b> When digital signature聽has been enabled聽for quotes, accepted quotes聽<strong>cannot</strong>聽be edited.</p> </div> <p>Signing a quote is similar to signing invoices in Zoho Books.聽To sign:</p> <ul> <li> <p>Go to the聽<strong>Quotes</strong> module (under Sales) from the left sidebar.聽</p> </li> <li> <p>Select the quote that you want to sign.</p> <img alt="Sign Quotes" src="/books/help/images/integrations/sign/sign-quote.png" width="700" /> </li> <li> <p>Click聽<strong>Sign</strong>.聽</p> </li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> If you have configured multi-level approvals for your quotes, then they can be signed only after they’ve been approved by the final approver.</p> </div> <ul> <li>Check the preview of your signature in the pop-up that follows and click聽<strong>Sign Quote</strong>.</li> </ul> <p>Now, the PDF copy of this quote will be digitally signed. The signature will be placed in the <a href="https://www.zoho.com/books/help/settings/templates.html#footer" target="_blank">Signature聽section</a> of your quote’s template.</p> <div class="tips-protip"><div class="tips-protip-img"></div> <p><b>Pro Tip:</b> If you’re using a custom template for quotes, add the聽<code>%DigitalSignature%</code> and聽<code>%ClientSignature%</code>聽placeholders to include your signature and your customer’s signature in the quote, respectively.</p> </div> <h2 id="customer-signature">Getting Customer Signatures on Quotes</h2> <p>Your customers聽will be required聽(<a href="/books/help/integrations/sign-integration.html#set-up">if聽configured</a>)聽to sign their quotes from the customer portal before they can accept them.</p> <p>Whenever your customers choose to accept a quote,聽a pop-up will appear聽asking them to sign the quote before they can continue. Your customers will be able to seamlessly sign the quote from that pop-up using their preferred signing method, which could be a drawn signature, a typed signature or an uploaded image.聽</p> <img alt="Customer Sign on Quotes" src="/books/help/images/integrations/sign/sign-portal.png" width="500" /> <p>Once your customers have signed and accepted a quote, you will be able to view their signature on the quote’s PDF copy.聽</p> <h2 id="edit-signed">Edit Signed Documents</h2> <p>If you edit a signed quote or invoice, you will聽<strong>not</strong>聽be able to perform the following actions unless you聽re-sign the document:</p> <ul> <li>Download a PDF</li> <li>Email the document</li> <li>Print the document</li> <li>Convert a quote into an invoice</li> <li>Send Snail Mail</li> <li>Share the document’s link</li> <li>Notify via SMS</li> <li>Mark the document as Sent</li> </ul> <p>To re-sign the document, follow the same steps as聽signing it.聽</p> <img alt="Re-sign Documents" src="/books/help/images/integrations/sign/sign-edit.png" width="700" /> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> Any changes made to a signed document will not reflect in its PDF unless it is signed again. The PDF of the document will always have the latest signed copy of the document.</p> </div> <div class="tips-warning"><div class="tips-warning-img"></div> <p><b>Warning:</b> Re-signing a document will be considered as signing a new document and will count towards the usage of your聽<a href="https://www.zoho.com/sign/pricing.html" target="_blank">plan </a> in Zoho Sign.</p> </div> <p><strong>Note</strong>: You can view the different PDF versions of a signed invoice or quote from the聽<strong>Comments & History</strong> tab. These PDF versions will also be available in the <strong>Documents</strong> module of Zoho Sign.聽</p> <h2 id="delete">Delete the Integration</h2> <p>If you’d like to stop digitally signing documents in Zoho Books:</p> <ul> <li>Go to聽<strong>Settings</strong> on the top right corner of the page.聽</li> <li>Select <strong>Zoho Apps</strong> under <em>Integrations</em>.</li> <li>On the <em>Zoho Apps</em> page, click the聽<strong>View Details</strong>聽button聽next to聽<em>Zoho Sign</em>.</li> <li>Click the聽<strong>Delete Integration</strong> button聽in the top right corner.聽</li> <li>Click聽<strong>Delete</strong>.聽</li> </ul> <p>Now, the integration with Zoho Sign will be deleted. 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