Let’s be honest: getting contracts signed shouldn’t be a headache. If you’re using Octavehq, you want a straightforward way to get legally binding eSignatures on your docs—without extra steps, confusing menus, or chasing people for months. This guide is for folks who value their time and want a simple, practical process to generate and send eSignatures using Octavehq. No fluff, no jargon—just the steps that actually matter.
Step 1: Prep Your Contract
Before you even touch Octavehq, make sure your contract is ready to go. Don’t underestimate this step. A messy, incomplete, or unclear contract will slow everything down—no fancy eSignature tool can fix that.
Checklist: - Save your contract as a PDF or Word document. Octavehq supports both. - Double-check all details (names, dates, payment terms, whatever matters). - Remove any placeholders or comments you wouldn’t want the other side to see.
Pro tip: If you’re not sure about the legal wording, ask your lawyer before you upload the document. Octavehq won’t catch legal mistakes for you.
Step 2: Log Into Octavehq and Find the eSignature Tool
This sounds obvious, but Octavehq’s interface has a few quirks if you’re new.
- Log in to your Octavehq account. (If you don’t have one, you’ll have to sign up—there’s no “guest” mode for sending contracts.)
- From the main dashboard, look for the “Contracts” or “Documents” section. The name might vary depending on your company’s setup, but it’s usually on the main sidebar.
- Click “New Contract” or “Upload Document.” If you’re drafting a contract from scratch, Octavehq does have built-in templates, but they’re mostly generic—don’t expect magic.
What to ignore: Don’t get distracted by the marketing banners or “AI contract analysis” pop-ups unless you have hours to kill. Focus on uploading or creating your contract.
Step 3: Upload and Prepare Your Contract for Signing
Now, get your document into the system.
- Upload your prepared PDF or Word doc.
- Give it a clear name—something both you and your client will recognize.
- Octavehq will process the file and display a preview.
Adding eSignature fields: - Use the drag-and-drop tools to place signature, date, and (if needed) initials fields where you want them. - Assign each field to the correct signer (you, the client, anyone else). Don’t skip this—misassigned fields are the #1 reason contracts bounce back unsigned. - Double-check that you’ve covered every required signature and date spot.
Heads up: Octavehq’s field placement isn’t always pixel-perfect, especially on scanned PDFs. Zoom in to make sure nothing is out of alignment.
Step 4: Add Signers and Set Their Order
Who needs to sign? Add them one by one.
- Enter each signer’s full name and email address.
- Set the signing order if it matters (for example, you sign first, then your client). If it doesn’t, leave it as “parallel” and everyone gets the contract at once.
- Add a quick personalized message. You’d be surprised how much faster people sign when you include a short note like, “Please sign this by Friday so we can get started.”
Don’t overthink permissions: Unless you have a compliance or legal reason, don’t fuss with fancy access controls. Most contracts just need basic eSignature and maybe a date.
Step 5: Preview and Double-Check Everything
It’s tempting to just hit send and move on, but a 2-minute review now can save you days of back-and-forth.
- Use the “Preview” button to see exactly what your signers will get.
- Make sure every field is assigned, labeled, and placed correctly.
- Confirm emails and signing order are right.
Common mistakes to catch: - Misspelled names or wrong email addresses. - Signature fields stuck in the wrong spot. - Accidentally sending a contract to the wrong person (it happens).
Step 6: Send the Contract for eSignature
Once you’re happy, click “Send for Signature.”
- Octavehq will email your signers a secure link.
- You’ll get notified when each person opens, views, or signs the document.
What works: The notifications are reliable. You’ll know if someone is dragging their feet or if an email bounced.
What doesn’t: Sometimes, strict spam filters put these emails in the junk folder. If someone says they never got the contract, tell them to check their spam or promotions tab.
Step 7: Track Progress and Handle Slow Signers
You can track the status of every contract in the Octavehq dashboard.
- You’ll see who’s viewed, signed, or hasn’t opened the document yet.
- If someone’s taking forever, you can send a reminder (there’s a button for it—don’t be shy).
Pro tip: If you’re really in a rush, pick up the phone. A quick call plus a reminder email usually gets you a signature faster than a dozen auto-reminders.
Step 8: Download and Store the Signed Contract
Once all parties have signed:
- Octavehq will email you (and everyone else) a final, signed PDF.
- Download it immediately and save it to your own records. Don’t rely on any cloud tool as your only copy—systems go down, accounts get closed, stuff happens.
- If you need to send it to someone outside Octavehq, just attach the PDF to an email or upload it to your usual document storage.
Don’t bother: Most people don’t need to use the “audit trail” feature unless you’re in a super-regulated industry. For basic business contracts, the signed PDF is usually all you need.
What About Legal Validity and Security?
Let’s clear up a common concern: Are eSignatures in Octavehq legally binding? In most places (including the US, EU, UK, Australia), yes—assuming the signer’s identity can be verified and they intended to sign. Octavehq meets these standards, but it’s always smart to check with your legal team if you’re dealing with high-stakes contracts.
Security basics: - Octavehq uses HTTPS and encrypted storage. - You’ll get an audit log if you ever need to prove who signed what and when. - Don’t send sensitive contracts over public WiFi—common sense, but worth saying.
What Works, What Doesn’t, and What to Ignore
What works well: - The core sending and signing process is solid and easy enough for non-technical folks. - Tracking and reminders are actually useful. - Signed PDFs are valid and widely accepted.
What’s just OK: - Document templates are pretty generic. Great for NDAs, not so much for tailored contracts. - The UI isn’t flashy, but it gets the job done.
What to ignore: - AI “contract review” features—these are not a replacement for a real lawyer. - Overly complex workflows unless your business really needs them.
Final Thoughts: Keep It Simple, Iterate as You Go
Don’t let eSignature tools become another source of stress. Get your documents in order, use Octavehq to handle the signatures, and keep a copy for your own files. If something feels clunky, don’t be afraid to try a different workflow next time—there’s no single “right” way to do this. The best process is the one you’ll actually use.
Now go get those contracts signed and move on to work that matters.