How to Use Digital Signatures for Faster Approvals in Betterproposals

If waiting for signed paperwork drives you nuts, you’re not alone. Whether you’re closing deals, getting contracts signed, or just sick of chasing PDFs, there’s a better way. This guide is for anyone using proposals as part of their sales or onboarding process—especially if you’re using Betterproposals—and you want to make sign-off as painless as possible. We’ll cover how digital signatures work in practice, how to set them up, and a few gotchas to watch out for.

Let’s skip the hype and get right to it.


Why Digital Signatures (Actually) Matter

You know the story: you send a proposal, then wait for your client to print, sign, scan, and (maybe) email it back. It’s slow, clunky, and stuff falls through the cracks.

Digital signatures fix most of that:

  • Faster turnaround: No printing, scanning, or chasing missing pages.
  • Less friction: Clients can sign from their phone or computer in seconds.
  • Easy tracking: You know who’s opened what, and when.
  • Audit trails: There’s a record of who signed and when, for legal peace of mind.

But let’s be honest—no tool fixes a broken process. If your proposals are confusing, or you’re working with clients who hate tech, digital signatures won’t magically save the day. Still, for most folks, adding e-signatures is a huge step up.


Step 1: Make Sure Digital Signatures Fit Your Needs

Before you dive in, double-check a few things:

  • Are digital signatures legally valid for your use case?
    In most countries, digital signatures are recognized for contracts and proposals. If you’re in a highly regulated industry (finance, legal, government), check with your legal team or Google your country’s stance. Don’t just assume.

  • Will your clients actually use them?
    Most people are fine with e-signatures these days, but you’ll always have that one client who insists on doing things the old way. If that’s common in your world, have a backup plan.

  • Do you need any fancy features?
    If you need stuff like multi-party signing, conditional sections, or integrations with other tools, make sure Betterproposals covers it (or plays nice with Zapier/your CRM).

Pro tip:
Don’t overthink it—most small businesses, freelancers, and agencies are totally fine with built-in e-signatures. If you need notarization or complex workflows, that’s when you need something heavier-duty.


Step 2: Set Up Your Digital Signature Block in Betterproposals

Assuming you’re ready to go, here’s how to add a digital signature field to your proposal:

  1. Log in to Betterproposals and create a new proposal (or open an existing template).
  2. Find the “Signature” block in the editor panel.
  3. Drag and drop the signature block where you want your client to sign. Usually, this goes at the bottom, after your pricing and terms.
  4. Customize the signing instructions.
    Keep it simple—tell the client exactly what to do and what their signature means. For example:

    “By signing below, you agree to the terms above and authorize us to proceed.”

  5. If you need multiple signatures (e.g., two clients, or you and the client), you can add extra signature blocks. Assign each one to the right signer.

  6. Set up any required fields (name, date, company) if you want those filled in alongside the signature.

Things to ignore:
Don’t clutter your proposal with unnecessary signature blocks or legalese. Keep it straightforward. If you don’t need a witness, don’t add one.


Step 3: Send the Proposal and Track Activity

Once your signature block is in place, it’s time to send the proposal:

  1. Send the proposal directly from Betterproposals.
    Your client gets a unique link—no need to download or print anything.

  2. Turn on notifications.
    Betterproposals lets you see when your client opens, reads, and (hopefully) signs your proposal.

  3. Follow up smartly.
    If someone opens the proposal but doesn’t sign, wait a bit before following up. Don’t be the person who emails “Did you get this?” five minutes later.

What works:
- Clients love a one-click, no-login signing experience.
- You get a signed PDF copy, plus an audit trail for your records.

What doesn’t:
- Don’t expect magic if your proposal is confusing or if you skip the basics like clear pricing. - If you’re emailing a PDF for signature, you’re missing the point—always use the built-in sending/tracking.


Step 4: Handle the Signed Proposal

After your client signs:

  • You’ll get notified immediately.
    Betterproposals sends you an email, and you can download the signed document as a PDF (with the signature and audit log included).

  • Store it where your team needs it.
    Download the PDF for your own records, or use integrations (Zapier, native CRM connections) to drop it into your workflows.

  • Automate next steps.
    Consider triggering a “Welcome” email, project kickoff, or invoice as soon as the proposal’s signed. Less manual work = fewer dropped balls.

Pro tip:
Don’t rely on email attachments for recordkeeping. Use a shared drive, CRM, or whatever your team actually checks.


Step 5: Troubleshooting—When Things Don’t Go Smoothly

No tool is perfect. Here’s what to watch out for:

  • Client can’t sign:
    Sometimes browsers block scripts, or someone’s using an ancient device. Suggest they try a different browser or device. If all else fails, you can still offer a PDF version—but only as a last resort.

  • Signature looks weird or unreadable:
    Digital signatures aren’t always pretty (think: mouse squiggle). Legally, it’s about intent, not handwriting. If you’re worried, ask the client to type their name alongside.

  • Legal disputes:
    Electronic signatures hold up nearly everywhere, but if you’re ever challenged, the audit log (IP address, timestamp) is your friend.

  • Integrations break:
    If your CRM or automation stops syncing, check your connections. Sometimes it’s as simple as reconnecting an account or updating an API key.

What to ignore:
Don’t get bogged down with signature fonts or making it look “wet ink” real. Most clients don’t care, and it doesn’t matter legally.


Step 6: Make It Part of Your Workflow

The real benefit of digital signatures isn’t just faster sign-off—it’s about building a process that doesn’t fall apart when you get busy.

  • Use templates:
    Set up signature blocks (and other required fields) in your proposal templates. Saves you time and reduces errors.

  • Train your team:
    Make sure everyone knows how to use the signature block, send the proposal, and check the status. No more “Did the client sign yet?” emails.

  • Keep improving:
    If you notice clients always ask the same question at signing, tweak your instructions or process.

Pro tip:
Less is more. The more steps you add, the more likely something will break or get missed. Stick to what actually moves the deal forward.


Quick FAQ

Are digital signatures in Betterproposals legally binding?
Yes, in almost all countries, for most business contracts. If you’re unsure, check your local laws.

Can I add more than one signer?
Yes, just add multiple signature blocks and assign each to the right person.

What if my client wants a PDF to sign?
You can export the proposal as a PDF, but you lose the tracking and audit trail. Only do this if absolutely necessary.

Do I need to pay extra for digital signatures?
Nope, it’s included in most Betterproposals plans. Just check your plan details.


Keep It Simple and Iterate

Digital signatures are about making life easier, not adding new headaches. Get the basics working—signature blocks in your templates, straightforward instructions, and a clear workflow for what happens after signing. Don’t obsess over features you don’t need. Start simple, see how it works for your clients, and tweak as you go. The fastest approval is the one that doesn’t require a second thought.