Windows App: Request E-Signatures

Request e-signatures from the TaxDome Windows desktop app as you upload prepared documents and forms. Indicate where you want clients to e-sign, insert fields for the taxpayer and their spouse, add knowledge-based authentication (KBA), then turn on reminders so clients don’t forget to sign ASAP!

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Note: You must upload documents to a top-level folder with Client can view access to request e-signatures.

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Requesting E-Signatures on the TaxDome Windows App 

To request e-signatures on prepared documents and forms:

1. Upload the doc to the TaxDome Windows app (for help, see the demo above). 

2. Select the client account the doc is for. 

3. Select a folder with Client can view access to upload the doc to, then toggle on Request client signature?

4. Either choose the signer manually (the client or firm representative) in the Choose signer drop-down or apply a signature template

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

6. Сlick SAVE. Once the document uploads, an email is sent to the client with a link to the doc pending e-signature, and the document becomes visible in the Signatures subtab of their Docs tab.

Below, find out more about the numbered fields:

1.  Choose template: If you’ve created signature templates to save time with frequently used forms, select one. For more on applying templates, see details below.

2. Choose signer: Select the name of the person who needs to sign here. 

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

3. There are various fields that you can drag-and-drop onto the doc:  

  • Signature: Drag-and-drop this field onto the doc where you need the client or firm rep to sign. 
  • Initials: Drag-and-drop this field onto the doc where you need initials.
  • Date Signed: Drag-and-drop this field onto the doc where you need a date. Once the client signs, dates automatically populate these fields as well as the signature fields where they sign. The date populates a firm rep’s fields when the document is sent to the client to be signed. Dates cannot be edited. 
  • Text field: Use this like a Post-it. Drag-and-drop it where you want to add a note, such as to request an SSN, a mother’s maiden name, or any other extra data. Place the field where you want it, then click on it to edit it.

4. Reminders: Toggle this on if you want an email notification to be sent to the client when they don’t sign by the due date. To learn more about reminders, go here.

5. Require KBA: Toggle this on to use knowledge-based authentication (available to U.S. clients and firms only). For more details on KBA, go here.

6. Navigation buttons: Use these buttons to toggle from page to page

7. Cancel: Click to discard all changes.

8. SAVE: You can save your changes without sending the document. You’ll still be able to review and edit it. The document won’t be visible to the client until you click UPLOAD FILES.

Requesting E-Signatures From a Married Couple

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

Before You Request a Couple’s E-Signatures Make Sure...

  • The spouse’s contact is linked to the taxpayer’s account. (For more details, go here.)
  • Both the taxpayer and the spouse have portal access to the account: In the account’s contact section, Login must be toggled on for both their email addresses.

Next Steps:

1. Toggle on Request client signature? just as you do when you need one person to e-sign (see above). First, add fields for the taxpayer, then select the spouse’s contact name in the Choose signer drop-down.

2. Add fields for the spouse to sign. For clarity, a different color is used for each signer.

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

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

  • Both contacts linked to the account, the taxpayer and the spouse, receive an email with a unique link to the document pending e-signature.
  • Both spouses see that the document is pending e-signature.
  • Both spouses see all the fields added to the document but can only sign their own.
  • You receive a notification when a spouse signs the document; it lets you know if the other spouse still needs to e-sign.
  • Once anyone signs, you cannot edit the signature fields.
  • A document is marked Signed once both spouses have signed. 
  • If one of the signers fails the KBA or declines to sign, you’ll need to upload the prepared document again and re-request both signatures.

Adding a Firm Representative’s E-Signature

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

When requesting an e-signature from a team member, select your name from the Choose signer drop-down. Available fields:

  • Signature: By default, your name appears. If you need more signature fields for your firm, add more, then edit the names.
  • Date: It is automatically populated when the document is sent to the client.

Tips:

  • If you need to change your name or initials, click and edit the field.
  • If a signature field is added for a firm representative, 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 a client, the document is considered signed by your firm, and the client sees that it is signed by the company representatives.
  • If signature fields for firm representatives are added to the document, but the document hasn’t been signed by the client yet, you still can cancel the e-signature request.
  • A document’s audit trail shows who placed each firm representative’s signature field on the document.

Applying Signature Templates

Having signature templates will save time when requesting e-signatures on frequently used forms, such as a 8879, 8821 or 2848. Find out more about how to create a template here.

Once you’ve created a template, use it to speed up your signature-requesting process. 

Here’s how:

1. Request an e-signature for any document uploaded to the folder with Client can view access.

2. Click Choose template to get a drop-down menu. Select a template.

  • Your name will automatically populate the firm representative’s signature field.
  • Your clients’ names will automatically populate the Signer 1 and Signer 2 signature fields.

3. For more on signature settings, go here.

The order of the linked contacts in the Account Details section determines the signers’ order. To find out how to change the default signing order, go here.

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