If you’re tired of losing deals to email ping-pong, forgotten PDFs, or clients who “just need to print and sign”—this is for you. Qwilr’s built-in e-signature keeps things moving, but only if you set it up right. This guide cuts through the marketing fluff and shows you, step-by-step, how to make e-signatures work in Qwilr so you can close deals faster (and keep your sanity).
Why bother with e-signature in Qwilr?
Let’s be honest: most sales teams spend too much time chasing signatures. You might be using Qwilr for slick, interactive proposals, but if you’re still dropping the ball at the “sign here” stage, you’re leaving money on the table. Adding e-signature directly inside your Qwilr proposals means:
- Clients can review, approve, and sign in one browser tab.
- No more exporting to PDF, uploading to DocuSign, or juggling extra tools.
- You get a clear audit trail and instant notification when someone signs.
But (and this is important): e-signature isn’t magic. It’s only as smooth as your setup. So let’s get it dialed in.
Step 1: Check your Qwilr plan and permissions
Not every Qwilr account has access to e-signature. It’s available on Business and Enterprise plans, but not on the free or lower-tier options. Here’s what you need to know:
- Check your plan: Click your profile icon in Qwilr, go to 'Account Settings', then 'Billing.' If you see “Business” or “Enterprise,” you’re good.
- Team permissions: Only users with editing access to a Qwilr page can add e-signature blocks. If you’re stuck, ask your admin.
Pro tip: If you’re trialing Qwilr, ask support to enable e-signature for testing. Don’t assume it’s on by default.
Step 2: Add the e-signature block to your proposal
Qwilr uses content “blocks” to build proposals. The e-signature block is what lets clients sign directly in the doc. Here’s how to add it:
- Open your proposal (or start a new one).
- Click the “+” button where you want the signature section—usually at the end.
- Choose “e-signature” from the block menu.
- Customize the instructions—make it clear what you want the client to do (e.g., “Sign below to accept and get started”).
What works:
- Place the signature block right after your pricing or summary—don’t bury it.
- Use plain language in your instructions. Skip the legalese unless your company requires it.
What doesn’t:
- Don’t add multiple signature blocks unless you really need them. It just confuses people.
- Don’t expect clients to hunt for the signature section if you tuck it away on page 3.
Step 3: Set up signers and authentication
Qwilr lets you specify who needs to sign. You can set one or more signers and assign names and email addresses. Here’s how:
- Click the e-signature block after adding it.
- Enter the name and email of each signer.
- Choose the signing order (if needed).
Reality check:
- For simple deals, one signer is fine.
- For larger or legal-heavy contracts, you might need multiple signers (e.g., client, your manager, legal). Only add the minimum required—more signers = more friction.
Authentication: By default, Qwilr sends a unique signing link to each signer’s email. There’s no “two-factor” authentication. If your industry needs more security, Qwilr may not meet strict compliance needs (e.g., some financial or healthcare contracts).
Step 4: Customize your acceptance text and terms
The e-signature block includes customizable text—this is what clients agree to when they sign. Don’t phone this in.
- Edit the acceptance statement: Make sure it’s clear and legally correct (e.g., “By signing below, you agree to the terms outlined above…”).
- Attach terms: If you have a full contract or terms of service, link or embed them directly above the signature block.
What works:
- Keep the acceptance statement short and direct.
- If legal needs to sign off, get their input now—not after you’ve sent 20 proposals.
What to ignore:
- Don’t copy-paste random legal boilerplate unless you actually need it. Overcomplicating things just slows everyone down.
Step 5: Test the signing flow
Before you send your first live proposal, always test the process. Here’s how:
- Send a test proposal to yourself (use a personal email, not your work one).
- Go through the client experience: open the email, click the link, read the proposal, sign, and see what happens next.
- Check for confirmation emails and signed copies.
Watch out for: - Typos in signer emails (they’ll never get the link). - Confusing instructions or missing terms. - Signature block formatting issues (especially on mobile).
If anything feels clunky or unclear, fix it before sending to a real client.
Step 6: Send the proposal and follow up
Once your proposal is ready:
- Click “Share” in Qwilr.
- Enter the client’s email(s). Double-check for typos—you’d be surprised how often this trips people up.
- Choose to send with a personalized message or just the default invite.
- Track the status—Qwilr shows when the client opens, views, and signs the document.
Pro tip:
Don’t just rely on automated reminders. If a signature is stuck, a quick personal email or call often gets things moving faster than another generic “please sign” nudge.
Step 7: Manage signed proposals and audit trails
Once a client signs, Qwilr emails both parties a copy of the signed proposal (PDF and/or web link). You can also download the signed document from your Qwilr dashboard.
- Audit trail: Qwilr logs when each signer opened, viewed, and signed. This is usually enough for most sales deals, but isn’t a replacement for full-blown contract management if you’re in a heavily regulated industry.
- Storage: Signed proposals stay in Qwilr unless you delete them. If you need to keep records outside Qwilr, download and file them in your CRM or shared drive.
Reality check:
Qwilr e-signature is legally binding in most countries, but if you’re dealing with super-strict legal requirements (think bank-level contracts), double-check with your legal team. For 99% of sales, it’s fine.
What to skip (and what to watch out for)
- Don’t over-automate: Some folks try to bolt on Zapier or other integrations to automatically push signed docs to other tools. It’s tempting, but these setups break easily and add more moving parts.
- Don’t expect Qwilr e-signature to handle complex multi-step approvals: If your deal needs six signatures and custom workflows, you’re better off with a dedicated contract tool.
Common gotchas: - Forgetting to update the signer’s info—client signs as “John Doe” instead of the actual decision-maker. - Assuming the e-signature block is included in a template—it’s not, unless you add it. - Relying on the Qwilr dashboard alone for record-keeping. Download signed copies regularly.
Keeping it simple—and getting deals done
Setting up e-signature in Qwilr isn’t rocket science, but it’s easy to get tripped up by details. Focus on:
- One clear signature block, right where it matters.
- Only the signers you truly need.
- Clear, human instructions.
- Testing before you go live.
Don’t chase perfection or get sucked into endless process tweaks. The goal is to make it dead simple for clients to say “yes” and move forward. Get your setup working, use it, and improve as you go. That’s how deals get signed—and closed.