Digital Signature

A digital signature authenticates the documents you send to your customers, ensuring they can trust that the document originated from you and prevents unnecessary tampering.

Digital Signature in Zoho Billing

The Digital Signature feature in Zoho Billing allows you to apply digital signatures to transactions such as invoices and credit notes.

Let us explore how Digital Signature helps maintain the authenticity of your data in Zoho Billing.

Enable Digital Signature

In order to use the Digital Signature feature in Zoho Billing, you must first enable it. To enable Digital Signature:

Log in to your Zoho Billing account on a web browser.

Go to Settings in the top-right corner of the page.

Select Digital Signature under Customisation.

Click Enable Signature.

In the following pop-up, configure the Digital Signature Preferences.

Select the User Signature checkbox under Invoices and Credit Notes to enable digital signature for invoices and credit notes, respectively.

Select the Allow users to skip signature for sending Invoices option under Other Preferences if you want to allow your users to skip signature for sending invoices.

Click Enable.

To enable Digital Signature in the Zoho Billing Windows application:

Log in to your Zoho Billing account in the Windows application.

Go to Settings in the top-right corner of the page.

In the popup that appears, click Signature.

Slide the toggle next to No.

Mark Make digital signatures mandatory for all transactions if you want to make digital signatures mandatory for all transactions.

Mark the modules for which you want to enable digital signature under Entities Supported.

Configure how your signature must appear on the transaction PDFs by selecting the required placeholders under Signature Format.

Click Save in the top-right corner.

Now, digital signature will be enabled for your Zoho Billing organisation.

Apply Digital Signatures

Once enabled, you can apply digital signatures to transactions such as invoices and credit notes in the Zoho Billing’s Windows application.

To apply a digital signature:

Log in to your Zoho Billing account in the Windows application.

Connect your USB token to your Windows device.

Go to the Sales module from the left sidebar and select Invoices.

Select an invoice for which you want to apply a digital signature.

Click the More icon in the top-right corner and select Sign.

Select the certificate in the Sign with certificate popup that appears.

Click Sign.

Once you click Sign, your invoice will be marked as Signed in Zoho Billing and will open in the default PDF reader on your Windows device. The digital signature will be displayed at the bottom of our invoice PDF.

Note:

• You can sign only approved transactions (invoices and credit notes), if you have enabled Approvals.
• You can send transactions to your customer only after signing them digitally.
• The signed version of the transactions will be available only as PDFs.
• If you edit a digitally signed transaction, you must sign it again after editing. Only then will the changes reflect in the PDF. The changes will also reflect in the Customer Portal automatically. If you haven’t enabled the Customer Portal, you must sign the invoice again and resend the PDF to your customer.
• In the Windows application, digitally signed documents will not be listed in the Signature module.

Edit Preferences

Log in to your Zoho Billing account on a web browser.

Go to Settings in the top-right corner of the page.

Select Digital Signature under Customisation.

Enable or disable the modules in which you prefer to add a digital signature.