Signatures (Basic): Request E-Signatures from Clients

Request e-signatures so that clients sign prepared documents and forms from their TaxDome portal. Indicate where you want signatures, insert fields for a taxpayer and their spouse, add knowledge-based authentication (KBA), turn on reminders—and more!

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How to Request an E-Signature From a Client

What you need to know:

  • E-signing prepared docs and forms is the same as signing them by hand. 
  • Upload prepared docs to a folder with Client can view access so your clients can e-sign. 
  • A client cannot e-sign without having portal access, so make sure that they’ve been invited to use their TaxDome portal. 
  • For a client to sign, Login must be toggled on for their email address in their account’s Contacts.
  • Like any signed document, once a client e-signs, the document is final and cannot be altered.
tip

Tip: Request e-signatures from the Windows App. Learn how here.

1. In the account, go to Documents, click the three dots to the far right of the PDF, then click Request Signature in the pull-down.

2. Choose the signer manually in the Choose signer drop-down or apply a signature template.

3. Add however many e-signature fields as needed for each signer.

4. Сlick Send. The document goes out to all clients who need to sign and becomes visible inside their Docs tab in the Signatures section; both you and all the account users with Login toggled on see it.

Plus, there are more features. Below, see the details for the numbered fields:

1. Template: If you’ve created signature templates to save time with frequently used forms, select one.

2. Choose signer: Add signature fields for the TaxDome user who must sign.

  • To add a field, select the account user’s contact name.
  • To add a field for a firm rep, select the Me option (see details below).
  • To add a field for an additional signer, such as a spouse, select the user’s contact name (see details below).

3. Edit signers: Signers are listed in the same order as the linked contacts in Account Details. To change the order, click Edit signers. You can also change the default order.  

4. Signature fields: 

  • Signature: Use this for a firm rep or client e-signature. It contains the signature, date and time of signing. 
  • Initials: Use this wherever you need the firm rep or client initials.
  • Date Signed: The date populates this field and all signature fields when a client signs. Dates appear in the firm rep fields when the documents are sent to the clients. Dates cannot be edited. 
  • Text: Request or add extra information.
    • Request an SSN, a mother’s maiden name or any other additional data. Place the field where you want it, then click to edit.
    • A firm rep can also use text fields to add info. Place the prefilled field where you want, then click it to edit.

5. Reminders: Toggle them on if you want an email notification sent to the client when they don’t sign on time (more details below).

6. Require KBA: This is available to U.S. clients and firms only (for more details, go here).

7. Send: Click here when the document is ready to be signed.

8. Save: Save your changes without sending the document: Added fields are kept, and the document is visible in the inside the Docs tab in the Signatures section. You’ll still be able to review the document and add or delete fields. The document isn’t visible to the client until you hit Send.

How to Request E-Signatures From a Married Couple

According to tax rules, spouses completing a married-filing-jointly tax return must both sign. 

Your Steps Before Requesting E-Signatures From a Married Couple

  • Make sure you’ve linked the spouse’s contact to the taxpayer’s account. (To find out more about setting up accounts and contacts on TaxDome, go here.)
  • Make sure that both the taxpayer and the spouse have portal access to the account.
  • Login must be toggled on for both their email addresses in their account’s Contacts section.

Your Steps to Request E-Signatures From a Married Couple

1. Use Request Signature just as you would when you need one person to sign (see above). Add fields for the taxpayer, then select the spouse’s name in the Choose signer drop-down.

2. Add fields for the spouse to e-sign. For clarity, a different color is used for each signer’s field.

3. Сlick Send to get the document out to both spouses.

What Happens When You Request E-Signatures From a Married Couple

  • The taxpayer and the spouse receive an email with a unique link to the document pending e-signature.
  • They see that the document is pending e-signature.
  • They see all the fields added to the document but can only sign their own.
  • You receive a notification when each spouse signs the document; it shows whether the other has signed or not.
  • Once someone has signed a document, the signature field cannot be edited.
  • A document is marked Signed once both spouses have signed.
  • If someone fails the KBA or declines to sign, you’ll need to upload the prepared document and request both e-signatures again.

Adding a Firm Representative’s E-Signature

Most documents need to be signed by one or more tax preparers. If you need several company reps to sign, add fields for them and indicate each team member’s name.

When requesting an e-signature from a team member, select the Me option from the Choose signer drop-down. The available fields:

  • Signature: By default, your name appears, but you can change it. If you need more signature fields for firm reps, add more, then edit the names. 
  • Initials: By default, the initials of your name appear, but you can change them.
  • Date: It is automatically populated when the document is sent to the client.
  • Text: Add your firm’s name, address or any other necessary details.

Tips:

  • If you need to change your name or initials, click and edit the field.
  • If a signature field is added for a firm rep, but the document hasn’t been sent to the client, the field can be edited or deleted by any team member with access to the client account documents.
  • Once you send the document to the client, the document is considered signed by your firm, and the client can see this.
  • If signature fields for firm reps are added, but the document hasn’t been signed by the client yet, you still have time to cancel the e-signature request.
  • The document’s audit trail shows who placed each firm rep’s signature field on the document.

Reminding Clients to E-Sign Documents

Whenever you send a document for e-signing, a notification goes out. Users linked to the account—who have Notify toggled on—receive it. You can check which users have Notify toggled on by going to an account’s Info tab and viewing the Contacts section.

In case recipients take too much time responding, or if they forget to, you can...

Manual Reminders (Resend)

To resend a notification requesting an e-signature, click the three dots to the document’s right in the Signatures list, then select Resend.

What happens:

  • An additional email message is sent to the client.
  • A notification about the document pending e-signature is moved to the top of the client’s To-Do list.

Automatic Reminders

Clients receive an email notification when you send them a document to e-sign.

When you toggle on Reminders while requesting an e-signature, additional emails are sent to the client when they don’t e-sign the document on time. The Reminders option can be toggled on and off at any time by opening the document pending signature (even if it has been e-signed by one of the signers). Don’t forget to click Save when you make changes to the Reminders settings.

Once you toggle on Reminders, make your selections:

  • Inactivity Threshold, Days: Set the reminder to go out after x number of days if the document has not been fully e-signed. By default, a reminder is sent three days after an e-signature is requested.
  • Limit to: Set the amount of reminders that go out to the client. By default, the client receives only one reminder email.

Reminders stop when...

  • ...the set number of reminders have been sent.
  • ...the document is fully signed.

What Your Client Sees When You Request an E-Signature

A client views and e-signs a document by going to Documents, then Signatures on their client portal, by clicking the link in their email notification or by clicking the notification on their dashboard.

Account users see a document pending e-signature by going to Documents, then opening the Signatures tab. All the account users’ email addresses appear here.

When you request an e-signature from more than one user of an account (e.g., spouses), the user who is signing sees their e-signature fields only. The document remains Pending E-Signature in the Signatures subtab until both parties have e-signed.

If you’d like to see TaxDome from the client’s side, access a read-only view.

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