E-signature
Acting Office streamlines the process of reviewing and approving drafts by sending them to clients through secure links, enabling quick and efficient e-signatures. E-signatures can be created from various sections of the platform, including the business profile, left panel, and respective modules. Clients can easily view, verify, and accept e-signatures through a secure OTP process. The platform offers customisation options for e-signature templates and email content, ensuring a seamless and professional experience for both accountants and clients.
Creation of e-signatures
There are several places from where an e-signature can be created
A. From business profile
Navigate to the business for which you want to create an e-signature and click on the icon in the quick action shortcut buttons. Alternatively, use the shortcut ‘Alt + Shift + S’.
A panel will appear on the right side of the screen to create an e-signature. Please fill in the details. a. Date is auto filled as today’s date which can be edited as per the requirement. b. Search for a client for whom you want to create an e-signature. c. Then, select the services for which e-signature is to be created. One or more services can be selected. With the help of the services mentioned, the content of e-signature is automated with the templates saved in the practice profile section. You can edit the content, if necessary. d. Add a comment in the box, if necessary. This would be saved for internal purposes only e. Lastly, attach files relevant for the client’s e-signature.
Once all the details are saved, click on ‘Save’ to create the signature.
Creation of e-signatures from business profile
B. From left panel
You need to click on the E-signature section from the left panel of the screen. This opens up the entire list of e-signatures.
Then you can click on '+ Signature'. You can use the shortcut key 'Alt + Shift + S'. The same panel opens up as mentioned above.
From left panel
C. From respective module
For all services including accounts, corporation tax, self-assessment tax, VAT, Payroll, as soon as drafts are prepared, and reviewed (if applicable), you get an option of creating e-signature as the next step which helps in auto attaching the files and services, and hence saves a lot of time. This process of creating e-signature is most frequently used.
The created e-signature will be visible in the e-signatures section and can also be seen from the specific client profile, within the e-sign tab. You have options to edit and email this to the client. You can also view accepted e-signatures and download them from here.
Stages of e-signature
There are several stages through which an e-signature passes through
Pending - As soon as an e-signature is created it will be in the pending stage.
Sent - Once sent to the client the e-signature is marked as sent.
Accepted - On acceptance of e-signature by the client, it is marked as accepted and is also notified to the accountant via email.
Revoked - E-signature once created, when rolled back by the accountant for changes would be marked as revoked.
Submitted - Once the drafts are submitted to the concerned authorities, it can be marked as submitted.
Editing and sending of e-signatures
Click on the reference number of the e-signature or the pencil icon to go to an e-signature.
Click on the email icon from the list view to send this to the client. A button containing the drafts would be part of this email on click of which client can access the e-signature. Preset email templates can be saved in the practice profile section for convenience. The same can be edited and sent to the client.
Editing and sending the e-signatures Files can be added or removed from the attachments section.
You can click on the edit button to change the other information supplied while creating the e-signature.
To edit the content of the e-signature, click on edit content button.
Editing e-signatures
E-signatures at client’s end
To view the e-signature from the client’s perspective, click on the
icon just beside the reference number. The client would click on the button in the email to open the e-signature.Then, the client would need to verify the secure link through One Time Password (OTP) which can be generated using email or phone number.
Also, OTP can be generated within the system by clicking on the specific e-signature you wish to have OTP for. You’ll then find ‘Get OTP’ hyperlink in the right side just below the edit option on click of which you’ll get a 6-digit code. You can click on the code to copy it and then paste it into the OTP verification screen after clicking on ‘Already have an OTP’.
View on client's end This opens up the e-signature. The client can now review the documents by clicking on hyperlinked files and download them by clicking on the
icon. They can then accept the e-signature digitally by clicking on the 'Accept' button. To place their sign, they have several options including text, draw or upload of signature. This shoots an email to the accountant that the e-signature is now accepted.To submit it, click on Accepted, a dialog box will appear asking for remarks and attachments to submit it. After doing the same, click on submit, now the e-signature is marked as 'Submitted.'
Submitting the e-signature
Hope this is helpful.
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