Signatures (Basic): Request e-signatures from clients

E-signing documents is just as legally binding as signing them by hand. Once a document has been signed, it is considered final and cannot be altered. With TaxDome, you can indicate where you want e-signatures, insert fields for the taxpayer and their spouse, add knowledge-based authentication (KBA) or QES/AdES, turn on reminders—and more! Your clients can sign documents regardless of whether they use the client portal.

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Before you start

To proceed with the signature request:

Make sure your document is a PDF file.
Make sure the doc is saved in a folder with Client can view access . If it is in a folder with different access rights, move it to one with Client can view access.
Decide whether you want to allow your clients to sign documents without logging in. If yes, disable the Require login for e-signature toggle. Those who don’t use the client portal can sign docs per your request, regardless of this setting.

Request e-signatures from clients

To request an e-signature from a client, follow these steps:

1. Go to the Documents subtab of a client account, click the three dots to the far right of the PDF, then select Request signature.

2. Choose the signer in the Signers list or apply a signature template. You can select any contacts linked to the account or add a third-party signer.

3. Drag and drop the e-signature field. If needed, hover over one of the field corners and resize the signature field.

4. Сlick Send. For details on the signature request menu, go to the subsection below.

Signature request menu

You have various options when requesting an e-signature, which we'll describe in more detail below:

1. Require KBA /QES/AdES: add the KBA authentication method (for your US clients only) or QES/AdES signature (for your EU clients only). If QES/AdES is selected, the following flow differs as described in the detailed article.

2. Template: if you’ve created signature templates to save time with frequently used forms, here is where you can select one.

3. Signers: select a signer for whom you want to add signature fields.

Click a signer name, then drag and drop the signature fields below.
Click X to the right to delete a signer.
To add a field for a firm rep, select the Me option (details below).
Change the default signing order.

4. Add signer: select the account's contacts to sign the document or add a new signer using their email address.

5. Signature fields:

Signature: use this for an e-signature by a client or firm representative. Each signature field contains the signature, date and time of signing.
Initials: use this whenever you need the client or firm representative to add their initials.
Date signed: this field is populated when the client signs the document, and the firm representative will see it in the TaxDome server timezone. In the firm representative fields, dates appear when documents are sent to clients. Dates cannot be edited.
Text: request or add extra information:
- To request additional data, place the field where you want it to be, then click on it to edit.
- To add info, place the prefilled field where you want it to be, then click on it to edit.

6. Date format: select the date format for e-signatures. If not set manually, the default date format is used.

7. Reminders: toggle this on if you want an email notification to be automatically sent to the client if they don’t sign on time (details below). Reminders will include text from the next field — Message for client.

8. Message for client: This message will replace the default text in the email system notification sent along with the signature request. This email won't be accessible to you after you send the request. To reuse it, consider adding it to the signature template.

9. Add shortcode: these are codes that are automatically replaced with key information in the Message for client field, such as the recipient’s name, address, account name or date (read more about shortcodes).

10. Send: click here when the document is ready to be signed.

11. Save: save your changes without sending the document: all added fields are saved, and the document is visible under the Docs tab in the Signatures section. You’ll still be able to review the document and add or delete fields. The document isn’t visible to the client until you hit Send.

Request e-signatures from third parties

If your client doesn't use the client portal, or if you need someone else (e.g., someone with a power of attorney) to sign the document, requesting their signature is also possible. When you need to add signers, follow these steps:

1. Click Add signer under the Signers list. Select New signer.

2. Enter their First name, Last name (optional) and Email address.

3 (optional). If they need portal access later, enable the Create new contact toggle. If you want to add any contact details, expand the Contact info section and fill in the field you need.

4. Click Confirm. This will add them to the Signers list. Request their signature as if they were just another contact linked to the account.

When you request a signature from a non-client, the signer receives a unique link via email. The link will be valid for 7 days. They will be able to sign by clicking it, no authorization is needed.

Add firm representative’s e-signature

Most documents need to be signed by one or more tax preparers. If you need several company reps to sign, add fields for them and edit them indicating each team member’s name.

When requesting an e-signature from a team member, select Me in the Choose signer drop-down. The available fields are:

Signature: Your name appears by default, but you can change it. If you need more signature fields for firm reps, add more, then edit the names.
Initials: By default, the selected initials appear, but you can edit the field as needed.
Date: This field is automatically populated when the document is sent to the client.
Text: Add your firm’s name, address or any other necessary details.

Tips:

If you need to change your name or initials, click and edit the field.
If a signature field is added for a firm rep, and 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's account documents
Once you send the document to the client, the document is considered signed by your firm, and the client can see this (excluding QES/AdES signatures).
If signature fields for firm reps are added, and the document hasn’t been signed by the client yet, you still have time to cancel the e-signature request if needed.
The document’s audit trail shows who created each firm rep’s signature field in the document.

Remind clients to e-sign documents

Whenever you send something with an action item to a client, they are notified. All users linked to the account—with Notify toggled on—receive an email notification. Check if notifications are on by checking the Notify column in the accounts list.

Tip! Remember that the link with the signature request sent via email will expire in 7 days. To ensure a seamless process, remind your clients to act promptly. Alternatively, let them know they can always access and sign the request directly through the Client Portal, where there’s no expiration date.

If recipients take too long to respond, or if they forget to do so, you can:

Manually resend a notification about the pending document
Set up automatic reminders

Manual reminders (resending)

To resend a notification requesting an e-signature, click the three dots to the document’s right in the Signatures list, then select Resend.

What happens:

An additional email message is sent to the client
A notification about the document pending e-signature is moved to the top of the client’s Waiting for action list

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 if they don’t e-sign the document within a specified time frame.

Once you toggle on Reminders, make your selections:

Days until next reminder: set the reminder to go out after a specified number of days if the document has not been e-signed by all signers. By default, a reminder is sent three days after the e-signature has been requested
Number of reminders: set the number 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 has been signed by all signers

The Reminders option can be toggled on and off at any time by opening the document pending signature (even if one of the signers has e-signed it). To do it, open the client profile and switch to Docs > Signatures. In the Signatures subtab, find a document and click its name. Then, click Show signers and update the reminder settings. Remember to click Save when you make changes.

Client view

If notifications for the client are on, they are informed on receiving a signature request. Your clients can see and open signature requests in different ways:

From the client portal or mobile app: Click the notification under the Home page tasks list or in the Waiting for action section. They can also open it directly from the Documents page.
From the email notification: Click Review & sign in the email.

If signers can sign the document without logging in, the email link will be valid seven days after it's sent.

When you request an e-signature from more than one user for an account (e.g., spouses), each user will see only their own e-signature field. The document remains in Pending E-Signature status in the Signatures subtab until both parties have signed it.

When a client receives a signature request for the first time, they will be prompted to read the Electronic Signatures Disclosure and agree to use e-signatures.

To see the sent signature request from the client's perspective, access the read-only view.