Signatures (Overview)

The Signatures feature allows you to capture and display customer signatures on various documents to record and provide evidence of goods or services supplied to them.

This documentation outlines the process of setting up terms and conditions, different signature capture methods, and scenarios where signatures are required in HirePOS.

Prior to capturing signatures for sales or hires, you must first set up your terms and conditions as per the Help Guide: https://docs.hirepos.com/en/articles/2319105.

There are three methods for capturing signatures:

• Remotely via email: Customers sign on their device.

• In-person: Using a portable device like a tablet or phone.

• Over the counter: Customers sign on a tablet logged into HirePOS as a "Signature Pad Only" user.

• Email booking to request signature: You can get Customers to review and sign off on documents and T&Cs before the job commences by emailing them to the customer.

• Invoice signature in-person: You can obtain signatures in person with the Get Signature button at the bottom right of the Invoice screen . This may occur when customers pick up hire goods or during on-site visits.

• Delivery Signature: For Delivery jobs, you can use the Sign button to obtain customer signatures when delivering goods.

• Pickup Signature: You can obtain signatures for pickups in the same way as a Delivery. The Sign button is even displayed in the same manner.

• Over-the-Counter Signatures: You can set up a user account for a tablet device dedicated to taking signatures over the counter.

Terms & Conditions are displayed on the second page of the contract by default, and will normally contain all find print details. T&C's will also show when obtaining a customer signature.

To learn how to setup T&Cs, see the following Help Guide: https://docs.hirepos.com/en/articles/2319105

• Display T&Cs on the reverse of every contract: Can use a lot of printing ink if you regularly print contracts.

• Pre-print T&Cs on the reverse of the contract: A more economic option if you frequently print contracts. The signature is normally displayed as part of the T&C's section at the end. You can, however, have your template customised to move the signature section appears on the front of the contract.

• Provide a URL link in emails for customers to download T&Cs: This link can also be included as a clickable link in the PDF document email attachment.

• Attaching the same file to every email: Rather than physically attaching the same PDF file to every email, we recommend uploading the PDF file to a subfolder on your website (Or another publicly accessible URL link) and inserting the website link into your email template via Setup > Preferences > Email Templates & Settings

Signature Requests can be sent to customers via email or SMS so they can signing off on documents and T&Cs before commencing the job.

You can setup a new Email Template specifically for Signature requests through the following steps:

1. Go into Setup > Preferences > Email Templates & Settings > Other Email Templates

2. Click + New Email Template to create a new template

3. Name the template "Signature Request" and add the {ViewButton} placeholder to it

4. Save the new template

Once the document is signed, a new Signatures tab with a number indicator will appear on that invoice, where you can view it.

Additionally, a green Signed indicator will appear next to signed invoices on the Customer Overview and Find Sales/Hire screens.

HirePOS supports retrieving get over-the-counter signatures from customers using a tablet or touch screen as a signature pad.

Any tablet or touch screen device that has a web browser can be used as a signature pad.

See the OTC guide for more information: https://docs.hirepos.com/en/articles/2327169

By following these guidelines, you can effectively capture and manage signatures in HirePOS to streamline your business operations and enhance customer interactions.