Send Documents for eSign

Signing forms is a legal requirement to finalize the sale and transfer ownership of the vehicle. These documents include the sales contract, which outlines the terms of the sale, and the title transfer, which legally transfers ownership from the seller to the buyer.

eSigning streamlines the entire document signing process, reducing the time it takes to close deals. This efficiency can lead to quicker transactions, improved customer satisfaction, and a more streamlined workflow for the dealership.

In this article we use the term "envelope" which simply refers to you sending forms or documents electronically to your customer for their signatures.

This article will show you how to send documents for eSigning. For information on configuring eSigning, see our help article here: eSign Setup

This article will be broken up into the following sections:

• Sending Documents for eSign
• eSigning Documents
• Reviewing Envelopes

Questions this answers

• "The deal terms changed after we already sent it for e-signature. Can we cancel that envelope and fix it, or do we have to start a whole new eSign request?"
• "We tried to send a deal for e-signature and got an insufficient funds message. Did that use up part of our eSign balance anyway?"
• "I checked the recall disclosure form along with the rest of the packet when sending for e-signature, but it never showed up in the signed envelope. Where did it go?"
• "Is there a specific permission I need to turn on to let someone send documents for e-signature, separate from letting them print?"
• "I tried to pick our sales manager as the dealership's signer on an envelope but he isn't showing up in the list, even though he already has full print and eSign access. Why?"

A sent envelope cannot be cancelled, voided or recalled

Once an envelope is out, there is no command to pull it back. The envelope list shows the envelope name, document count, history, status — In Progress or Completed — and a closed date, and a Download menu for Signed Documents and the Audit Trail once it finishes. There is no cancel, void or recall anywhere on it.

If the deal changes after you send, the only path is a fresh eSign request with the corrected forms, and that is billed as another envelope — the $2 per-envelope charge applies again. Because nothing withdraws the earlier request, tell your customer which email to sign and check the envelope list before you file the paperwork, so you keep the envelope that carries the final figures.

An insufficient funds message means nothing was sent and nothing was charged

The balance is checked and the charge is held before an envelope is created. If your ePay balance is short you get Insufficient Funds to process eSign request. Please add funds to your account and try again. — and at that point no envelope exists, nothing was sent to your customer, and no funds were taken. Add funds and send again.

The same is true of the other failures on that step. If the envelope cannot be built or sent, the held amount is released. You are only charged for an envelope that was actually created and sent.

The recall disclosure is never included in an envelope

The AutoAp recall disclosure is always left out of an eSign envelope, even when you tick it in the form list with everything else. Nothing warns you at the time — the rest of the packet goes out and that one form simply is not in it. If it is the only form you tick, the send stops with No eligible forms selected for eSign.

Print that form and have it signed on paper. The eSign column in the form list is the general guide to which PDF forms carry eSign fields; check the packet in the preview step before sending.

There is no separate eSign permission

Sending for signature is governed by the same permission as printing: a role needs full deal printing access to send deal forms for signature, and full inventory printing access for inventory forms. There is no separate right to grant or withhold, so anyone who can print a deal's paperwork can also send it for signature — the two cannot be split.

If nobody at your dealership sees an eSign column or the eSign commands at all, eSigning is not switched on for your account yet. That is not a role setting; contact support.

Why a staff member is missing from the Seller Email list

The Seller Email dropdown on the send dialog is not your user list. It only offers people who have been added as eSign users during eSign setup, where each one is entered with a first name, last name and email address. Print access, deal access and eSign access make no difference to it.

To put your manager in that list, add them as a user on the eSign setup screen, then re-open the send dialog and they will be there to pick as the dealership's signer.

Sending Documents for eSign

To send documents for eSign, open any deal and click on Print then click on Forms.

Once in your form list, check the forms you want to send.

You can see which PDF Forms support eSign fields based on the eSign column in the forms list.

To send the selected documents, click on eSign then click eSign Selected Forms.

Here you can see a preview of the forms to confirm all your information is correct. Once ready to send, click on Confirm Recipients and Send.

Lastly, confirm all the information in the dialogue is correct prior to sending. Once you're ready to send your envelope, click on Send Forms for eSign. Be aware that there is a $2 charge per envelope. This charge will come from your ePay balance.

eSigning Documents

Your customer(s) will receive an email prompting them to start signing their new documents.

Your customers can review the documents and will need to click the Start Signing button to begin.

From there, they will need to click the Adopt Signature button.

Using their mouse or touch screen they will draw in their signature and their initials.

Your customers will click the Apply Signature and Apply Initials buttons as prompted.

Once they’re finished they will click the Submit button.

You will receive an email prompting you to counter-sign the documents.

You can review the documents and will need to click the Start Signing button to begin.

From there, you will need to click the Adopt Signature or Adopt Initials button.

Using your mouse or touch screen you will draw in your signature and your initials.

You will click the Apply Signature and Apply Initials buttons as prompted.

Once you’re finished you will click the Submit button.

You and your customer will receive a confirmation email once the documents are completed.

Reviewing Envelopes

In your form list on the deal you can click the eSign button then click Get Envelopes.

Here you will see any envelopes you’ve sent out.

This will include a count of documents in the envelope, the status, and once the documents have been closed you will see the closed date.

Clicking the Download button will allow you to download the signed documents or the audit trail.

The signed documents will open your documents, allowing you to either print or save the documents to your computer.

The audit trail will show each step from when the envelope is created to when the envelope gets closed.