Why printing and scanning slow down approval
The traditional process—print, sign, scan and send back—depends on the client having a printer, a scanner and time available. Each extra step is another opportunity for the deal to lose momentum.
Steps
1. Send the estimate with a signing link
Instead of a static PDF, share a link where the client can review the document and sign in the same session.
2. Let the client review the details before signing
Line items, totals and terms must be clear before the client accepts. A signature without clear context can lead to commercial or legal questions.
3. Record the name and explicit acceptance
A simple electronic signature records the signer’s name, acceptance of the terms and a timestamp. This provides a record of approval; it does not replace any specific signing formalities your agreement may require.
4. Receive confirmation promptly
You and the client receive confirmation of the signature without waiting for someone to email a scanned file back.
Example signing workflow
Estimate #P-2026-021 sent to Café Norte:
- 09:14 — Estimate sent by email with a link.
- 09:47 — Client opens the link; the document is recorded as viewed.
- 10:02 — Client signs as “Laura Gómez, Café Norte”; acceptance of the terms is recorded with the date and time.
- 10:03 — Both parties receive signature confirmation by email.