OrderPilot
Book a demo

Get a quote signed

5 min readUpdated 31 Oct 2026Basics

Send the current quote or order for signature, then confirm that the customer signed and received the stored signed copy.

Use the signature request for the agreement itself. Sending an ordinary follow-up email does not prove that the customer completed signing.

Before you start

Create and save the sale

Shopify must have caught up with the quote or order.

Resolve open items

The customer's unanswered questions or change requests can block signing.

Check email access

Your role needs Email customers and the shop needs sending setup.

Choose the signing route

For a customer beside you, see Sign in the showroom.

The header shows Request signature while a required signature is missing. It shows Request payment when payment is the next available request.

The other action remains in the ••• menu where eligible. Read the current signature state before sending another request.

Send the signature request

  1. Step 1: Open Request signature

    Click Request signature in the header, or choose it from •••.

    Send an Email opens with the signature-request template. Check that it names the intended quote or order.

    The signature request with the PDF attached
    Send the current agreement with its document attached.

  2. Step 2: Check the recipients and message

    Review To, Cc, Bcc, Reply-to, Subject and Message. Make sure the customer is a recipient.

    A request sent only to colleagues does not establish the customer's signature requirement. The recipient matters as much as the chosen template.

  3. Step 3: Review the document and preview

    Keep the quote or order PDF attachment ticked when it should accompany the request. Use Preview to inspect the message.

    Send as plain text is available for this request if needed. The signing link remains the action the customer uses.

  4. Step 4: Send or schedule

    Click Send now when the agreement is ready. Use Schedule for a later time, or Save Draft to keep working.

    Email a quote or order covers those controls in full. Check the send result rather than assuming closing the composer sent it.

    The customer message says their quote or order is ready to sign and offers Review and sign.

  1. Step 1: Copy the created record's link

    Choose •••, then Copy Sign Link. Sign link copied to clipboard confirms the copy.

    If the quote has not been created, the action asks you to create it first. Complete that step before copying.

  2. Step 2: Share it with the customer

    Paste the copied link into the text or chat you use with the customer. Confirm the recipient before sending it.

    The link opens the signing page for that sale. How customers sign and pay explains what the customer does there.

  3. Step 3: Check the signature result

    Return to the quote and inspect the header and signature badge. Viewed information tells you about opening the quote; Signed confirms the signature state.

    If the customer says they signed, check the current version and any later edits. Do this before requesting another signature.

Send the stored signed copy

  1. Step 1: Check the automatic copy setting

    Go to SettingsMessages & notificationsSending settingsEmail & SMS rules. Find Email customers their signed copy.

    This starts on. It emails the signed PDF after signing in OrderPilot and copies the salesperson.

  2. Step 2: Resend a customer-signed copy

    Open the signed sale and choose •••, then Email signed copy. It appears only for a signature made in OrderPilot and only while Send customer emails is on in SettingsMessages & notifications.

    Wait for Signed copy emailed. The action sends the stored signed document, including its certificate page.

    The signed-copy email action
    Resend the stored copy from the signed sale.

  3. Step 3: Distinguish an external paper copy

    Check how the signature was recorded. An externally signed paper copy does not use the automatic signed-copy email.

    The resend action is for customer-signed records, not a recorded paper copy. Use Signature records to inspect the evidence type.

What happens next

When a signature request reaches the customer, signing becomes required for the record. Test sends and messages only to colleagues do not count.

The signed PDF is frozen at signing. It includes the agreement the customer signed and a certificate page, rather than regenerating from later edits.

A customer-facing edit can turn the badge to Re-Sign. Signature and deposit requirements explains when the new version needs signing.

The viewed line and email history help track the request. They are separate from the signature evidence and the actual signed state.

Example: Olivia signs at home

Example · Harlow & Finch Interiors

Check the request and the completed signature

Olivia Bennett wants to review the Linden Sofa quote at home.

  1. Sam Ortiz opens Request signature and checks Olivia's address.
  2. Sam previews the message with the quote PDF attached.
  3. Olivia opens Review and sign on her phone.
  4. Olivia completes signing, and Sam checks Signed on the quote.
  5. With automatic copies enabled, Olivia receives the stored signed copy and Sam is copied.

Important notes and tips

A copied link is not evidence that the customer opened or signed it. Check the sale's actual signature result.

If the customer asks for a revision, resolve the request and review the current agreement before sending another signature request.

If something goes wrong

Request signature is greyed out

Check unsaved edits, change scope and open customer requests.

Shopify sync failed

Resolve it using Fix a failed Shopify sync.

Signed-copy emails are off

Enable the signed-copy setting before using the resend action.

The signed copy could not be sent

Inspect the send failure and use Emails not arriving.

The customer cannot open or sign

Follow Help a customer who is stuck.

No email arrives

Check delivery history and the customer's actual address before resending.

Was this guide helpful?