Signatures (Basic): Request E-Signatures from Clients

Request e-signatures so that clients sign your prepared documents and forms from their TaxDome portal. Indicate where you want a signature, insert fields for the taxpayer and spouse, add knowledge-based authentication (KBA), turn on reminders, and more!

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How to Request an E-Signature From a Client

First, here’s what you need to know:

  • E-signatures may be used on all prepared documents and forms; they are as valid as a handwritten signature.
  • You must upload the prepared PDF document to your folder with Client can view access.
  • A client can’t e-sign if they don’t have portal access; they’ll need to be invited and have their login toggle enabled.
  • Once a client e-signs, the signed document becomes a final—it’s the same as if they’d signed a hard copy.
tip

Tip: You can also request e-signatures from the Windows App. Read how here.

1. Go to Documents for the account and find the document. Click the three dots to the far right of the PDF document’s name, then click Request Signature in the pull-down.

2. Either choose the signer manually in the Choose signer drop-down or apply the signature template.

3. Add however many e-signature fields are needed for each signer.

4. Сlick Send. The document goes out to all clients who need to sign and becomes visible in the Docs tab in the Signatures section to both you and the TaxDome users who need to sign.

Plus, there are more features you may want to use. Below, see the details:

1. Template: If you’ve created signature templates to save time with commonly used forms, select one.

2. Choose signer: Add signature fields for the TaxDome users who need to sign.

  • To add a field for a client, select their contact name.
  • To add a field for the firm representative, select the Me option (see details below).
  • To add a field for an additional signer, such as spouse (see details below).

3. Signature fields: There are different ones to select from.

  • Signature: Use this for a firm representative’s or client’s e-signature.
  • Initials: Use this wherever you need a client’s initials.
  • Date Signed: The date populates this field—as well as all signature fields—when a client signs, and it cannot be edited. For a firm representative, the date appears when the document is sent to the client to sign.
  • Text: Use this to request an SSN, a mother’s maiden name, or any other needed extra data. Place the field where you want it, then click to edit.

4. Reminders: Select Enable if you want an email notification to be sent to the client if they don’t sign within a time frame (details below).

5. Require KBA: This is available to U.S. clients and firms only. (For more details, go here.)

6. Send: Click here when the document is ready to be released to be signed.

7. Save: You can save your changes without sending the document—all added fields are retained, and the document becomes visible in the Docs tab in the Signatures section. You’ll still be able to review the document and add or delete fields. The document won’t be visible to the client until you click Send.

How to Request E-Signatures From a Married Couple

According to tax rules, both spouses completing a married filing jointly tax return must sign. With TaxDome, you can easily request e-signatures both from both spouses.

Your Steps Before Requesting E-Signatures From a Married Couple

  • Make sure that you have linked the spouse’s contact to the taxpayer’s account. (To find out more about setting up accounts and contacts on TaxDome, go here.)
  • Make sure that both taxpayer and spouse have portal access to the account (their login toggles need to be enabled).

Your Steps to Request E-Signatures From a Married Couple

1. Use the Request Signature feature just as you would when you need only one person to sign (see above), add fields for the taxpayer, then select the spouse’s contact name in the Choose signer drop-down.

2. Add fields for the spouse to sign. For clarity, a different color is used for each signer’s field.

3. Сlick Send to get the document out to both spouses.

What Happens When You Request E-Signatures From a Married Couple

  • Both contacts linked to the account (the taxpayer and the spouse) receive an email with a unique link to the document pending e-signature.
  • Both spouses see that the document is pending e-signature.
  • Both spouses see all the fields added to the document but can only sign their own.
  • You receive a notification when each spouse signs the document; it includes how many users still need to sign.
  • Once someone has signed a document, you can no longer edit the signature field.
  • A document is marked Signed once both spouses have signed.
  • If one of the signers fails the KBA or declines to sign, you’ll need to upload the prepared document again and rerequest both signatures.

Adding a Field for a Firm Representative’s E-Signature

Most documents need to be signed by the tax preparers too. If you need several company representatives to sign, add the fields for those signatures and indicate each team member’s name.

Here’s how:

  • When requesting an e-signature from a team member, select the Me option from the Choose signer drop-down, then add a signature field. By default, your name appears.
  • If you need to change the name, click the signature field, then type the correct name.
  • If you need more signature fields for your firm’s side, add more, and edit the names.
  • You can also add a date field. It is automatically populated when the document is sent to the client.
  • If a signature field is added for a firm representative, but the document hasn’t been sent to the client, the field can be edited or deleted by any team member with access to the client account’s documents.
  • Once you send the document to a client, the document is considered signed from the firm’s side. The client sees that it is signed by the company representatives.
  • If signature fields for firm representative were added to the document, but the document hasn’t yet been signed by the client, you can cancel the e-signature request.
  • The document’s audit trail shows who placed each firm representative’s signature field on the document.

Reminding Clients to E-Sign Documents

Whenever you send a document for signing, a notification goes out. Users linked to the account—who have the Notify toggle turned on—receive it. You can check which users have the Notify toggle turned on by going to an account’s Info tab and viewing the Contacts section.

In case recipients take too much time performing the action item or if they forget to, you can either:

Manual Reminders (Resend)

To resend a notification on the document pending signature, click the three dots to the right of the item in the list, then select Resend.

Here's what happens:

  • An additional email message is sent to the client.
  • A portal notification for this item will be moved to the top of the client's to-do items.

Automatic Reminders

Clients receive an email notification when you send them a document to e-sign.

If you toggle on Reminders while requesting an e-signature, additional emails are sent to the client when they don’t sign the document by the requested deadline. The Reminders option can be enabled or disabled at any time by opening the document pending signature (even if it was already signed by one of the signers). Don’t forget to click Save when you make changes to your Reminders settings.

Once you toggle on Reminders, configure them to your liking:

  • Inactivity Threshold, Days: Set the reminder to go out after x number of days if the document has not been fully signed. By default, a reminder is sent three days after an e-signature is requested.
  • Limit to: Set the amount of reminders that go out to the client. By default, the client receives only one reminder email.

Reminders stop when...

  • ...the set number of reminders have been sent.
  • ...the document is fully signed.

What Your Client Sees When You Request an E-Signature

A client views and e-signs a document by going to Documents, then Signatures on their client portal by clicking the link in their email notification or by clicking the notification on their dashboard.

The account users see the document pending e-signature by going to Documents, then opening the Signatures tab. All the account users’ email addresses appear here.

If you’d like to see TaxDome from the client’s side, access a read-only view of their portal.

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