Signatures (Basic): Request E-Signatures from Clients

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

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How to Request an E-Signature From a Client

First, here’s what you need to know:

  • E-signatures may be used on all prepared documents and forms; they are the same as a handwritten signature.
  • Upload the prepared PDF document to your folder with Client can view access.
  • A client cannot e-sign if they don’t have portal access. They’ll need to be invited to the TaxDome portal and have Login toggled on for their email address in the Contacts section of the account.
  • It’s the same as a signed hard copy: Once a client e-signs, the signed document becomes 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. Either choose the signer manually in the Choose signer drop-down or apply the signature template.

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

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

Plus, there are more features you may want to use. Below, see the details for the numbered fields:

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

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

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

3. Signature fields: There are different ones to select from.

  • Signature: Use this for a firm representative’s or client’s e-signature.
  • Initials: Use this wherever you need the firm representative’s or client’s initials.
  • Date Signed: The date populates this field—as well as all signature fields—when a client signs. This cannot be edited. For a firm representative, the date appears when the document is sent to the client to sign.
  • 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 about your company, such as the name or address. Place the prefilled field where you want and click it to edit.

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

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

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

7. Save: Save your changes without sending the document: All added fields are retained, and the document becomes visible in the Docs tab in the Signatures section. You’ll still be able to review the document and add or delete fields. The document won’t be visible to the client until you click Send.

How to Request E-Signatures From a Married Couple

According to tax rules, both spouses completing a married filing jointly tax return must sign. With TaxDome, you can easily request e-signatures from both spouses.

Your Steps Before Requesting E-Signatures From a Married Couple

  • Make sure that you have 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 contact 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

  • 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 each spouse signs the document; it includes how many users still need to sign.
  • Once someone has signed a document, you can no longer edit the signature field.
  • 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 request both signatures again.

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 the Me option 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.
  • Initials: By default, the initials of your name appear.
  • Date: It is automatically populated when the document is sent to the client.
  • Text: Add your firm’s name, address or any other necessary data.

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 representative are added to the document, but the document hasn’t been signed by the client yet, you still can cancel the e-signature request.
  • The document’s audit trail shows who placed each firm representative’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 performing the action item or if they forget to, you can either...

Manual Reminders (Resend)

To resend a notification about a document needing to be e-signed, click the three dots to its right in the list, then select Resend.

Here’s what happens:

  • An additional email message is sent to the client.
  • A notification about the document pending 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 sign the document by the selected deadline. The Reminders option can be toggled on and off at any time by opening the document pending signature (even if it was already e-signed by one of the signers). Don’t forget to click Save when you make changes to your Reminders settings.

Once you toggle on Reminders, configure them to your liking:

  • 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 all necessary parties have signed it.

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

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