E-signatures

E-signature for client onboarding without a separate signing tool

OnboardingCustomers includes e-signature for client onboarding. Upload a PDF, place signature, initials and date fields, and the customer signs inside the same portal where they complete forms and upload files. Every signature records the signer, IP address, time and document hash, and the signed PDF is stored with the project.

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Implementation manager ticking off a printed customer onboarding checklist

onboardingcustomers.com/app/onboardings/207/signatures/31

Data Processing Agreement

Signature, Dana Ruiz, VP Operations

Audit trail

Sent for signature by Ingrid Halvorsen, Oct 14, 10:02
Opened in portal by Dana Ruiz, Oct 14, 13:47, IP 203.0.113.24
Signed by Dana Ruiz, Oct 14, 13:51
Sealed, document hash SHA-256 9f2c...41ab

Signed PDF stored with the onboarding

Why signatures belong inside the onboarding

Signatures during onboarding are rarely the big contract. That was signed at closed-won. What comes after is a stream of smaller documents: the data processing agreement security asked for, the acceptance form for the configuration milestone, the change request when the customer adds a second region, the authorization that lets your team access their production account.

When each of those goes out from a separate signing tool, the customer gets one more email from one more sender, the signed copy lands in someone's inbox, and the plan has no idea the step is done. The implementation manager has to check the signing tool, download the PDF, upload it to the project and tick the task by hand.

With e-signature built into the portal, the document is just another task. It sits in the customer's list next to the intake form and the file requests, it follows the same reminder rules, and when the last signer finishes, the task closes, the signed PDF is stored with the project and the next step of the plan opens.

1 Upload the PDFUse a one-off document or a saved template such as your standard data processing agreement.
2 Place the fieldsSignature, initials, date and text fields, each assigned to a signer role.
3 Assign signers in orderCustomer contacts by role, with your own countersignature last if needed.
4 Customer signs in the portalThe document appears as a task. Signers review, sign and confirm in one place.
5 Signed copy is storedThe final PDF and its audit trail are saved to the project and the task closes.

What the audit trail records for each signature

An electronic signature is only as strong as the evidence behind it. Each signed document carries this record.

Field	Example entry	Why it matters
Signer	Dana Ruiz, IT Director, Brightline Health	Ties the signature to a named contact invited to the project
Email	The address the magic link was sent to	Shows how the signer was identified
IP address	Recorded at viewing and at signing	Helps confirm where the action came from
Timestamps	Opened Oct 14 13:42, signed 13:51	Shows the signer had the document before signing
Document hash	Before and after signing	Any later change to the file is detectable

The same entries appear in the workspace audit log, which your admins can review alongside every other action on the project. More on how documents and logs are protected on our security page.

Examples from different onboarding teams

A consultancy onboarding a new engagement sends the engagement letter amendment and the access authorization in week one, then a milestone acceptance form at the end of each phase. Each acceptance is a signed record that the customer agreed the work was complete, which keeps scope conversations short later. Teams like this often start from our professional services client onboarding setup.

Brightline Health, a clinic software vendor, sends every new practice a business associate agreement before any patient data is migrated. The data migration phase depends on that signature, so the plan cannot move forward by accident without it.

Quillmere Freight Partners uses signatures for change requests. When a customer adds a warehouse halfway through implementation, the change request with the extra scope and the new go-live date is signed in the portal, and the plan updates once it is complete.

Signature requests per month

Startup: 20
Growth: 150
Scale: 600
Enterprise: 2,500

Counted per billing period. Customer signers are never billed as seats.

Keep exploring

Document collection Uploads and approvals next to signatures. Professional services onboarding Engagement letters and SOW sign offs. Security How documents and audit logs are protected.

Frequently asked questions

Still deciding? Write to [email protected] and a person on our team answers.

Which documents are usually signed during onboarding?

Data processing agreements, business associate agreements, onboarding acceptance forms, change requests that alter the scope, access authorizations and milestone sign offs. The order form itself is often signed before onboarding, but amendments land here.

Can several people sign the same document?

Yes. Add signers in order, for example the customer IT lead first and their legal contact second. Each signer is asked in turn and the document shows who has signed so far.

What is stored in the audit trail?

The name and email of each signer, the IP address, the time of viewing and signing, and a hash of the document before and after signing, so any later change to the file can be detected.

How many signatures are included?

Startup includes 20 signature requests per month, Growth 150, Scale 600 and Enterprise 2,500. The count is per billing period.

Do signers need an account?

No. Customer contacts sign through their magic link to the portal, the same link they use for every other onboarding task.

Get the next onboarding agreement signed in the portal

Create an account, upload the agreement your customers sign at kickoff and send it with the rest of their first tasks.

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