1. Title
E-Signatures: Send Quotes and Agreements for Customer Signature in PortaPro
2. Summary
E-Signatures in PortaPro lets office staff send quotes and service agreements to customers for digital signature from the same system used for jobs and billing. It fits between quoting and service execution, so signed approval is captured before dispatch commits work. This reduces delays caused by printing and manual document return, while keeping signature status visible to the team.
3. When to Use This
You need customer approval on a quote before scheduling recurring service.You require a signed service agreement before first delivery or first clean.Office staff is currently emailing PDFs and tracking signatures manually.Dispatch needs to confirm paperwork is signed before assigning units or routes.You want signed documents tied to the correct customer record in PortaPro.You need a clear signed versus pending status for sales-to-operations handoff.4. Key Capabilities
Send quote and agreement documents for electronic signature from the customer workflow.Track document status such as draft, sent, viewed, signed, or pending.Store signed document records in the related customer and agreement context.Record timestamped signature completion for operational verification.Resend signature requests when a customer did not complete the first request.Keep signature activity visible to office staff, sales, and dispatch users with access.Link signed approvals to downstream processes such as quote acceptance and service setup.5. How It Works (Step-by-Step)
Create or open the customer quote or agreement in PortaPro.Prepare the document for signature and confirm customer recipient details.Send the signature request from the same customer workflow.Track status changes from draft to sent, viewed, and signed.If the customer does not complete signature, resend the request.After signing, confirm timestamped completion in the document status history.Continue downstream actions (quote acceptance, service setup, dispatch planning) after signed approval is confirmed.6. Important Notes / Rules
E-Signatures supports customer approval capture; it does not replace dispatch, route assignment, or job execution workflows.Signed status should be verified before first delivery, first clean, or recurring service setup when signatures are required by policy.Document status must be checked in PortaPro; do not assume an emailed document was signed unless status shows signed.Signature status visibility depends on user access permissions.Signed documents are stored in the related customer/agreement context for reference and audit checks.Timestamped completion confirms when signature was finalized.Resending a request is allowed when prior requests remain incomplete.If signed status is missing, confirm recipient details, send status, and permission scope before escalating.7. Common Questions
Can we send both quotes and agreements for signature?
Yes. E-Signatures supports sending quote and agreement documents from the PortaPro customer workflow.
What statuses should staff monitor?
Staff should monitor draft, sent, viewed, signed, and pending to understand current document state.
Can dispatch proceed before a document is signed?
Only if your operational policy allows it. If signatures are required, dispatch should wait for signed status.
Where are signed records stored?
Signed records are stored in the related customer and agreement context in PortaPro.
What if the customer did not sign the first request?
Resend the signature request and continue tracking status until signed.
Does E-Signatures update route assignments automatically?
No. E-Signatures captures approval status only. Dispatch and route actions are handled in their own workflows.
How do we verify completion for operations handoff?
Use the signed status plus timestamped signature completion in PortaPro before handing off to dispatch or service setup.
Is this better than emailing PDFs manually?
Yes for operational control. Status tracking and signed records remain in PortaPro instead of external inbox tracking.
8. Keywords / Search Terms
E-Signaturesdigital signaturequote signatureagreement signaturesigned statuspending signatureresend signature requestcustomer approvalquote approval workflowsales to operations handoffsigned agreement recordQuotes & InvoicesCustomer recordsJobs managementDispatch workflowsService setup and recurring serviceDocument history and records10. How This Connects to Your Workflow
Sales/office sends quotes and agreements for signature in PortaPro.Teams monitor signature status before operational commitment.Signed completion supports clear handoff from quoting to service execution.Dispatch uses signed versus pending status to decide when assignment can proceed.Customer and billing records remain tied to the same signed document context for traceability.