Use e-signatures with quotes

An electronic signature, or an e-signature, is a person's electronic expression of agreement to the terms of a particular document. E-signatures are valid and legal in the United States, Canada, the European Union, the UK, and many other countries. They have the same legal weight as written signatures. HubSpot’s e-sign feature is powered by Dropbox Sign (formerly HelloSign). You do not need to create an account with Dropbox Sign in order to use e-sign as part of the regular quote creation process within HubSpot.

In HubSpot, a user with a paid Sales Hub seat can configure a quote to include an e-signature option. Below, learn more about e-signatures and how to e-sign a quote.

Understand e-signature limits

Each HubSpot account has a pooled limit of e-signatures based on your subscription and number of users. Learn more about the e-signature limits on HubSpot's Products & Services catalog. You can purchase additional signatures by contacting HubSpot's sales team.

An e-signature will count towards the limit as soon as the e-signature option is turned on for a published quote. The quote does not need to be signed to apply to the signature limit. Additionally, if a quote requires multiple signatures, this only counts as one usage towards your limit. Each quote that has e-sign turned on counts towards the limit, regardless of the number of signatures required.

For example, if a published quote with the e-signature option turned on requires three signatures, this only counts as one usage towards your limit. If no one has signed the quote, or only one or two people have signed, this still counts towards your limit.

E-sign a quote

To include an e-signature field on a quote, HubSpot users with a paid Sales Hub seat can select the Use signature option on the Signature & payment step of the quote builder, then select a HubSpot user to countersign the quote.

Disclaimer: HubSpot's implementation of Dropbox Sign should be eIDAS compliant, as Dropbox Sign is eIDAS compliant. This is not intended to be legal advice and should not be a substitute for professional legal advice, for which you should consult a licensed attorney.

Then, to sign a quote:

• In your HubSpot account, navigate to Sales > Quotes.
• You'll see your quote listed with a status of Pending signature. Hover over the quote and click the Actions dropdown menu and select Countersign.
  
• At the bottom of the quote, click Sign.
• In the dialog box, click Verify next to your email address.
• A verification email will be sent to your inbox. Sign into your email account and access the verification email, then click Verify your identity and sign quote. Keep in mind that for security purposes, verification emails are sent every time you share a quote that requires an e-signature.
  

Please note: if you do not receive the verification email in your email inbox, add success@hubspot.com to your allowlist.

• In the dialog box, click Sign quote.
• At the bottom of the quote, click the signature field next to your name. Or, click Get started in the top-right corner, then click the signature field.
• In the dialog box, create your signature, then click Insert.
• Click Continue.
• Review the terms of agreement, then click I agree.
• Click Close.
• To view who has already signed the quote, next to the quote, click the Actions dropdown menu and select View signatures.
• To print a downloaded copy of the quote, next to the quote, click the Actions dropdown menu and select Download.

Please note: if you download a signed quote, Dropbox Sign removes links from any hyperlinked text included in the Comments to buyer or Purchase terms section from the PDF version of the quote. HubSpot recommends using the full URL for the linked text so the link is still clickable after the quote is downloaded.

Your customer will receive a copy of the document that they signed once all required signatures and countersignatures have been completed. The notification that they receive includes a link to the document they signed, which expires when the quote expires, and a PDF copy of the full signed document for their records.