Uku's e-signature function enables accounting firms to collect digital signatures and confirmations directly through Uku tasks. This solution simplifies the document signing process and ensures smooth communication with clients.
To use e-signatures, the following conditions must be met:
Both the client and the accounting firm must have the Client Portal activated
All signers must have access to the Client Portal
Read here about Client Portal.
1. Create a task
Create a new task for the client or select an existing task.
Read how to add a task.
In the task window, click on the e-signature icon.
After clicking the e-signature icon, an additional module opens in the task where you can configure the signing process.
Add documents as attachments that require client signatures and set the document signing deadline.
2. Assigning Signers
Add Contact (Client-side):
Select the client-side contact who needs to sign the document. The contact will automatically receive an email notification about the signing requirement.
Important: The contact must have access to the Client Portal.
The task will automatically be set as a Client Portal task.
Add User (Firm-side): Specify the accounting firm contact or the client's default user who will add their signature to the document.
After making all selections, click Save and then click Add.
3. Document Signing by Accountant/Firm
After saving the selections, a new Sign button appears in the task.
If the document needs to be signed by you, click this button. A new signing module opens within the task.
Signing Methods
The module header offers three signature creation options:
Name letters - Type your name using the keyboard
Draw - Draw the desired signature using the mouse. Options to Clear (delete signature) or Download (save for later use) appear on screen
Upload - If you have a previously created signature in any format, you can upload it from your computer
Regardless of which option you use, you must confirm it with the Adopt and Sign button.
4. Document Signing by Client
The client receives a message in their mailbox that they have a new task in the Client Portal.
When opening the task, the client sees the same window as the accountant. The client must click the Sign button.
Client Signing Options
The client has the same options as the accountant:
Name letters - Name is typed using the keyboard
Draw - Signature is drawn using the mouse. Clear and Download options are available
Upload - Upload a previously created signature
Regardless of which method the client chooses, they must confirm their choice with the Accept and Sign button.
Once the document is signed, the client can also mark it as completed.
5. Monitoring Signature Status
An informative icon appears in the signing module that shows the signing status. When opening the task later, you can see whether the signature has been added or not.
If a signature has been added, you can see in the task that the signature status has changed to "Signed".
When all signing steps are completed, the signed document turns green and is saved to the task.
Download the document and when opened, the electronic signature will be visible on the document.
