What your client sees and does
For your client, signing online is a short walk-through. You send a personal link. Your client opens it without creating an account and sees the same quote you wrote. Then come the steps:
- Read and choose. He reads the quote and, where that is possible, picks which optional items he wants. The total updates as he goes.
- Check the details. He enters his name and role and ticks what he agrees to, for example the quote itself and the general terms.
- Sign. He draws his signature with a finger or mouse, or types his name.
- Confirm. He receives a one-time code by e-mail and enters it. That shows he has access to that e-mail address.
It helps if the whole walk-through fits on a phone. Many clients open a quote between two appointments. If they first have to log in or install an app, they often give up.
What you record
The approval itself takes a few seconds. What counts later is the evidence you keep of it. At the very least, record:
- Who: the signer's name, role and company.
- When: date and time, preferably to the second.
- What: which version of the quote and the terms he saw. A checksum (hash) of the document shows later that nothing has changed.
- What he agreed to: the literal text of what he ticked.
- How he was identified: for example with the confirmation code by e-mail.
- The result: the signed pdf, stored with the client's file.
How strong such evidence is in a dispute depends on the circumstances. The guide on when a digital signature is valid explains the differences between simple, advanced and qualified.
Make sure the quote is ready for approval
An online approval turns a quote into an assignment faster. So check what it says beforehand:
- Is the price clear per item, with VAT shown separately? See the guide on writing a good quote.
- Does it state a validity period, for example 30 days?
- Are your general terms attached and does your client know they apply?
- Is the person signing authorised to bind the company? In a small company that is often the owner. In a larger one it is not always the contact person you talk to.
- Are the deposit and the payment term described? See asking for a deposit.
Where it goes wrong in practice
- The e-mail with the code does not arrive. It is in the spam folder or the address is wrong. Ask your client to check spam first, and send the link again if needed.
- The link has expired. A personal link should not work forever. For an expired quote, send a new version so it stays clear which price applies.
- The client wants a change. Adjust the quote and send a new version. An approval of an old version proves nothing about the new one.
- Two people have to sign. Agree beforehand who signs and who reads along, otherwise the quote sits for weeks.
- The client prefers paper. That is fine. Put the signed copy in the file, so all your agreements are in one place.
What happens after the approval
After the approval, the work on your side begins. Your client wants a confirmation with the signed quote. You want the deposit invoice ready, the assignment planned and the evidence stored safely. The less you have to retype for that, the smaller the chance of mistakes between quote and invoice.
An example: an invented consultant sends a quote of € 6,400 excluding VAT for a four-month engagement on Monday morning. On Tuesday evening the client opens it on his phone, adds an optional item of € 600 and signs. By Thursday the 30 per cent deposit invoice (€ 2,100 excluding VAT) is ready and the consultant can plan the first session.
Frequently asked questions
Does my client need an account to sign?
Not if you use a personal link. An account is a hurdle and rarely adds evidence, as long as your client confirms in another way, for example with a code by e-mail.
Does online signing work on a phone?
It should work well. The signature area has to be large enough to draw on with a finger, and the code from the e-mail has to be easy to copy.
Is an online approval strong enough as evidence?
For an ordinary quote it usually is, if you record well who accepted which version and when. For a large or long-running contract, ask a lawyer which form fits.
What if my client later says he did not sign?
Then you show the file: name, time, the version he saw, what he ticked and the confirmation code sent to his e-mail address. How complete that file is decides how convincing it is.
This explanation is general information, not legal, tax or accounting advice. Rules change and your situation may differ. If in doubt, ask your accountant or adviser, or check with the Dutch Tax Administration (Belastingdienst) or the Chamber of Commerce (KvK).
