This article explains how to manage electronic document signing (e-signing) through the Customer Portal, enabling efficient and secure document approvals for your clients.
Selecting Signatories
Log in to the Builder Portal
Navigate to Jobs > Jobs List
Select the relevant job
Navigate to the "E-Doc Signing" tab
In the "Owners" column click the edit icon
Enter all client signatories and click "Save"
Please ensure at least one owner is nominated for signing.
Sending the Document
In the "E-Doc Signing" tab, click the Google Drive icon next to the type of document you want to send:
Contract
Specifications
Plans
Authority to Commence
Colour Selection
For all other types of documents (e.g., variations and change orders), select "Other Documents"
Locate and select the document you want to send in the Google Drive picker
Click "Send"
Important Notes:
Contracts, specifications, and plans must be sent together as a package. This ensures that these documents always correspond with each other.
You cannot send more than one of each type of document (Contract, Specifications, Plans, Authority to Commence, Colour Selection) without replacing the existing one. This restriction is in place because:
Signed documents are shared on the Customer Portal
We aim to avoid situations where multiple versions of the same contract or other official documents are available, which could lead to confusion
For documents like variations and change orders, you can send multiple versions as needed using the "Other Documents" option.
Tracking E-Signing Status
In the "Sent Documents Log" section, you can view:
Who added the documents
Who sent them
The name of the document
The current status of the documents
Click the details icon for more specific information, including:
Signing status for each party
A link to the document
Client Experience
When you send a document for e-signing, your client will:
Receive an email notification with a link to the document
Click "Review and Sign" in the email
Review the document
Click to sign and choose or draw their signature
Click "Finish" and agree to complete the process
Builder Signing Process
As the builder, you'll also receive an email to sign the document:
Click "Review and Sign" in your email
Review the document, including the client's signature
Sign the document
Click "Finish" and agree to complete the process
Document Storage and Access
Once signed:
The signed PDF is automatically saved back into Google Drive
You'll receive an email confirmation with a link to view the signed document
The document status in the Builder Portal will update to "Signed"
You can access the signed document from the job's Google Drive folder
Customer Portal Access
Clients can access their e-signing documents through the Customer Portal:
They should navigate to the "eDocuments Sent For Signing" tab
Here, they can see the status of all documents sent for signing
They can view and sign any outstanding documents directly through the portal
Best Practices
Regularly check the e-signing status of sent documents
Ensure all signed documents are properly filed in the appropriate Google Drive folders
Direct clients to the Customer Portal if they can't find their signing emails
Legal Considerations
Important: You are responsible for knowing which types of documents can be signed electronically in your jurisdiction. While e-signatures are widely accepted and legally binding in most places, some local governments or agencies may require formal ink signatures for certain documents. Ensure that:
You comply with local e-signature regulations
Your letter templates are correctly formatted to request signatures where required
You've reviewed our knowledge base articles on letter template formatting best practices
By effectively managing e-document signing through the Customer Portal, you can significantly streamline your document approval processes, saving time and improving the client experience throughout their building journey.