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 U.K., 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). Consult your own legal team to understand the validity of using e-signatures with your customers.

In this article, learn about the number of e-signatures available, based on your subscription, how to enable e-signatures on a quote, and how to e-sign a quote.

Before you get started

• You don't need to create an account with Dropbox Sign in order to use e-sign as part of the regular quote creation process within HubSpot.
• A user with an assigned Commerce Hub seat can configure a quote to include an e-signature option.
• Users with an assigned core seat can't configure a quote, but can be set as the quote sender by another user, or as a countersigner.

Understand e-signature limits

Your HubSpot account has a pooled monthly e-signature limit based on your subscription and the number of users with an assigned Commerce Hub seat.

For example, users with an assigned Commerce Hub seat who are part of an account with a Commerce Hub Professional subscription have 25 five e-signatures available. Note that this is 25 e-signatures per Commerce Hub seat. If the account has two users, each with an assigned Commerce Hub seat, the account would have a base e-signature limit of 50 per month.

Review the e-signature limits for your subscription in HubSpot's Products & Services catalog and by checking your account's e-signature usage.

Use the table below to review how pooling works for different subscriptions:

• If one user used 30 e-signatures in a month in the Commerce Hub Professional account, 20 e-signatures would remain, and could be used by either user in the account during the rest of the month.
• If one user used 50 e-signatures in a month in the Commerce Hub Enterprise account, 200 e-signatures would remain, and could be used by any of the other users in the account during the rest of the month. The limit would reset at the beginning of the next month.

Consider the following when reviewing e-signature limits:

• An e-signature will count toward the limit as soon as the e-signature option is turned on for a published quote. The quote doesn't need to be signed to apply to the signature limit.
• A quote that requires multiple signatures counts as one e-signature toward your limit. For example, if a published quote with e-signatures enabled requires three signatures, this only counts as one usage toward your limit, regardless of who has signed the quote.
• If a quote with an e-signature request expires or is recalled, resending the quote would count as an additional e-signature toward your limit (one e-signature for the first time the quote is sent, another when the quote is re-sent).

Monitor e-signature usage

In your quote settings, view how many e-signatures you've used this month so far, along with how close to your monthly limit you are. The monthly limit resets on the first of each month.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Objects > Quotes.
3. At the top, click the E-signature tab.
4. Your e-signature usage is shown under E-signature usage this month.

Increase e-signature limit

To increase the number of e-signatures available in your account, contact your customer success manager.

Enable e-signatures on a quote

To include an e-signature field on a quote, select e-signature as an acceptance option.

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.

Dropbox Sign uses a trusted partner for e-signature compliance in the EU and will not explicitly show up on the eIDAS website of trusted partners.

E-sign a quote

When e-signature is enabled for a quote, buyers and countersigners can add their signatures to the quote.

For added security, turn on identity verification so that HubSpot includes a preliminary email verification step to confirm the signer's identity before allowing them to sign the quote.

Countersigners can optionally start the signature process from within their HubSpot account, which removes the need for verification.

Both buyers and countersigners can begin the e-signature process from a shared quote. Countersigners will be emailed if the buyer e-signs the quote first:

1. Buyers should click the link to the quote shared with them. Countersigners can view and countersign a published quote from the quotes index page.
2. If identity verification is turned off, click Sign now at the bottom of the quote.
   
   
3. If identity verification is turned on, verify your identity via email:
   • On the shared quote, scroll to the Acceptance section and click Verify email above your name and email address. Verification sent will display to confirm that a verification email has been sent. You have one hour to complete the signature process after clicking Verify email.
     
     

Please note: if you don't sign the quote within one hour of clicking the Verify email button, navigate back to the shared quote and click Verify email again to generate a new verification email.

• • Open your email inbox and locate the email with the subject line Please verify your identity to sign your quote. Click Verify your identity and sign quote to start the signature process.
  • A new browser tab will open with a dialog box confirming your identity. Click Start signing.

4. Click Get started in the top right.
   
   
5. Under Acceptance, click Click to sign above your name.
   
   
6. In the dialog box, click the Draw, Type, or Upload tabs and add your signature. Click Insert to add the signature.
7. In the top right, click Continue.
8. In the top right, click Edit to edit your signature. Click I agree to save your signature on the quote.
9. Click Close.
10. Countersigners will receive an email notifying them that the quote has been signed. If they haven't already countersigned the quote, they can then click Review and countersign quote to start the countersign process.

Countersign a quote from the quotes index page

Countersigners can also countersign a quote from the quotes index page:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Quotes requiring a signature will have a status of Pending signature. Hover over the quote, and click Preview.
3. In the upper right, click Actions, then select Countersign.
   
   
4. Continue with the signature steps.

Review the signature status of a quote

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a quote with pending signatures and click Preview. 
3. In the right panel, view the signing activity under Signers.
   
   
4. Learn how to download a PDF of an e-signed quote.

Please note: if you download a signed quote, Dropbox Sign removes links from any hyperlinked text included in the Cover letter, Executive summary, or Terms sections from the PDF version of the quote. It's recommended to include the full URL for the linked text in the quote sections, so the link is still clickable after the quote is downloaded.

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

Manage e-signature identity verification settings

By default, e-signatures don't require identity verification during the quote signing process. If buyer verification is required, turn the setting on. If you don't require countersigners to verify, turn the setting on for buyers. Countersigners can then countersign from the quotes index page.

To turn identity verification on or off:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Objects > Quotes.
3. At the top, click the E-signature tab.
4. To turn on verification and require it when signing a quote, under E-signature settings, toggle the Identity verification switch on. Identity verification will be required when signing any quotes after the setting is turned on.
5. To turn off verification, under E-signature settings, toggle the Identity verification switch off. Identity verification won't be required when signing any quotes after the setting is turned off.
   
   

Next steps

• Learn how to create quotes.
• Learn how to manage quotes.