Digital Signatures

Invotify lets you sign invoices and quotes electronically — and lets your clients sign them too, without an account. Your own signature appears on the document through the Signature block, pre-filled from your company profile; clients draw their signature directly on the public share page, and every captured signature record carries the signer's identity and a tamper-evident audit trail — no printing, scanning, or third-party e-signature service required.

Digital signatures are available on every plan (Starter, Pro, and Lifetime) at no extra cost.

What gets captured with every signature record: - The signature image (stored as base64 image data) - The signer's name - The signer's email address (optional) - The IP address the signature came from - The browser user-agent string - The exact signed-at timestamp

How signing works today: - On-document signing — the Signature block renders your signer name, title, signature image, and date on the invoice or quote, pre-filled from the defaults in Settings, so your business signs every document consistently. - Client signing on the share page — anyone you share an invoice with can open the link, enter their name, draw their signature on a signing pad, and submit — no Invotify account needed. - Signature records — captured client signatures are stored against the exact document and listed on the invoice's detail page, so you always know who signed, and when.

When you share an invoice, the public share page includes a "Sign this document" section — your client can sign right where they view the invoice, with no account and no extra service.

How a client signs: 1. Open the share link you sent them. 2. Enter their full name (an email address is optional but strengthens the audit trail). 3. Draw their signature on the signing pad — it works with a mouse, finger, or stylus. 4. Submit. The signature is recorded instantly and a confirmation appears.

The signed record — the drawn signature image plus the signer's name, optional email, IP address, browser, and exact timestamp — shows up on the invoice's detail page in your dashboard.

Built-in safeguards: - Submissions are rate-limited per IP (a handful per hour) to prevent abuse. - A document cannot be signed twice under the same signer name — a duplicate attempt is rejected with a clear message. - A signature is only accepted against a valid, currently shared invoice or quote; an invalid or revoked link is refused. - The public endpoint can only create a signature — it can never read existing ones.

Signing your documents as the business runs through the Signature block and your company profile.

Set up once in Settings: Store your default signer name, signer title, and signature image in Settings → Business Information. These become the defaults for every document that includes a Signature block.

Sign as you create: When you create or edit an invoice or quote whose template contains a Signature block, the block auto-fills your signer name, title, signature image, and today's date on the real document — recurring documents are signed consistently without re-entering details each time.

For how your clients sign a shared document, see "Clients Sign on the Share Page" above.

Every signature record is more than an image — it is a record built for accountability.

What is stored for each signature record: - Signer name: The name the signer entered. Required for every signature. - Signer email: An optional email address for the signer. - Signature image: The signature, stored as base64 image data on the document signature record. - IP address: The originating IP, read from the request, captured automatically. - User-agent: The signer's browser/device user-agent string (stored, with very long values truncated). - Signed-at timestamp: The exact moment the signature was recorded.

Where you see signatures: On the invoice's detail page, an info bar lists each signature — "Signed by [name] on [date]" — next to the document's view-tracking stats, so the signing history sits alongside the rest of the document's activity.

Who can view signatures: Signature records are scoped to your company. Only members of your company with the right permissions can list and view a document's signatures; the data is never visible to other accounts. The public signature-capture endpoint can only create a signature via a valid share token — it can never read existing ones.

In the Template Builder, the Signature block controls how a signature area appears on the printed/PDF document. It is one of the standard template blocks, so you can place, size, and style it like any other.

What the block shows: - An optional heading/label (defaults to "Signature", and can be customized or hidden) - An optional signature line for hand or drawn signatures to sit on - The signer's name, title, and signed date - An optional signature image

Pre-fill from your company profile: On real documents (not the builder preview), the block auto-fills the signer name, signer title, signature image, and today's date from your company profile defaults — so your own documents come out signed without re-entering details each time.

Configuring the block (Fields tab): - Show label — toggle the heading on or off, and override its text. - Show signature line — toggle the underline that the signature sits on.

Styling and PDF parity: Background, border, radius, padding, and font styling set in the builder carry through to the generated PDF, and the block honors the document-wide text scale. In the builder it renders with sample signer details so you can see the layout; on a live document it shows the real signer, title, date, and image.

Invotify's digital signatures are designed to give you a clear, defensible record of who signed a document and when. It is important to understand exactly what that record is — and what it is not.

What Invotify provides: - A captured signature image - The signer's name and optional email - The IP address the signature originated from - The signer's browser user-agent - A precise signed-at timestamp - Company-scoped storage so only your team can view the record

Together these form an audit trail that documents the act of signing.

What Invotify does not claim: - This is not a qualified electronic signature and is not eIDAS-certified. - Invotify does not provide identity verification of the signer beyond the details they enter and the technical metadata captured. - Invotify makes no guarantee of legal enforceability in any particular jurisdiction.

Whether an electronic signature is legally binding depends on your country's laws, the type of document, and the parties involved. If enforceability matters for a specific contract, consult a qualified legal professional or use a dedicated qualified e-signature provider where the law requires one.