E-signatures Integration for ERPNext Quotations

A digital signing solution that is safe, paperless, and fully automated

In today’s fast-paced digital business world, having to fill out paperwork and sign things by hand slows down sales cycles, raises operational costs, and lowers efficiency. Our E-signatures Integration for ERPNext Quotations is a powerful tool that helps businesses switch to a 100% paperless, secure, and automated quotation signing process right in ERPNext. With this integration, businesses can send ERPNext Quotations for electronic signature, see the signing status in real time, and have the quotation records automatically updated once the document is signed, all without leaving ERPNext. This solution helps you close deals faster, improve the customer experience, and stay fully compliant with modern digital documentation standards, whether you run a small business, a large business, or an ERPNext service provider.

What is E-signatures Integration for ERPNext?

The E-signatures Integration for ERPNext is a special app that links ERPNext to a professional E-signatures platform. It lets businesses sign Quotations electronically with secure electronic signatures, so they don’t have to print, scan, or follow up by hand. This integration lets ERPNext users:

  • Send quotes for digital signing
  • Choose dynamic E-signature templates
  • Map ERPNext fields to signature placeholders
  • Automatically keep track of signature status
  • Store signed documents safely
  • Let internal teams know right away after signing

All tasks are done inside ERPNext, which keeps data consistent, safe, and efficient.

Why should you use E-signatures for ERPNext quotes?

Approval methods for quotes that have been around for a long time cause delays, lost documents, and extra work. Businesses can turn their quotation process into a “fast, reliable, and compliant digital process” by adding E-signatures to ERPNext.

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Main Benefits

  • Quotation approval and deal closure happen faster
  • There is less paperwork and fewer mistakes
  • The customer experience is better
  • Electronic signatures are safe and legal
  • Documents are automatically tracked and updated
  • Records are managed in one place with ERPNex

Main Features of E-signatures Integration for ERPNext

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Send ERPNext Quotes for Electronic Signature

With just a few clicks, users can send ERPNext Quotes directly for electronic signing. The system makes the PDF of the quote on its own and sends it to the customer with a secure link to sign it. There is no need for manual uploads or exports from outside the system.  

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Choosing a Dynamic Template

The integration lets you choose dynamic templates from your E-signatures account. You can do this:

  •  Use different templates for different types of quotes
  • Change the layout for different customers or industries
  • Keep the branding the same across all documents

You can get templates directly from your eSignatures account and use them in ERPNext

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Flexible Mapping of Placeholders

One of the best things about this integration is that it lets you flexibly map placeholders. You can connect any field in an ERPNext Quotation, like the customer’s name, the total amount, the date of the quote, the company’s details, or the terms, to placeholders in your E-signature template. This makes it possible:

  •  You can fully control how the template looks
  • It can handle complex and custom layouts
  • Filling in data automatically without having to edit it by hand

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An automatic email with a PDF of the quote and a link to sign it

When a quote is sent for a signature:

  • The customer gets an email right away
  • The email has:
  •           The PDF of the quote
  •           A link to sign that is safe

This makes sure that customers have a smooth, professional, and consistent experience, and it also makes it easier for your sales team to follow up.

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Status Updates Based on Webhooks

Webhook technology is used by the integration to get updates from the E-signatures platform in real time. When the customer signs the document:

  •  ERPNext is updated on its own
  • You don’t have to manually refresh or check the status

This makes sure that your ERP data always shows the most recent status of a document

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Storing the URL and signature date of a signed PDF

After signing successfully:

  •  The Signed PDF URL is saved on the ERPNext Quotation
  • The date of the signature is automatically saved
  • The document is clearly marked with the word Signed

This gives:

  • Full audit trail
  • Easy access to documents
  • Clear legal and operational information

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Notifications within​

When a quote is signed, internal users are told right away. You can send notifications through:

  • Notifications from the ERPNext system
  • Email alerts

This makes sure that the sales, finance, or management teams can move on to the next steps right away.

Steps for Installing

The installation process is simple and follows the usual steps for deploying an ERPNext app.

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Step 1: Get the App

“`bench get-app esign <repository-url>“`

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Step 2: Put it on the site

“`bench –site your-site-name install-app esign “`

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Step 3: Run Migration

“`bench migrate “` After installation, the application can be configured in ERPNext.  

Guide to Setting Up

ERPNext E-signatures Settings

Go to: ERPNext → eSignatures → eSignatures Settings You will set up the important connection details here.

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Setting Up the API Token

  • Copy your eSignature API Token from the E-signatures dashboard
  • The token is safely kept in a Password field
  • The app stays inactive if no API token is added

This makes sure that ERPNext and the E-signatures platform can talk to each other safely.  

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Placeholders

In the Placeholder Mappings part:

  • Link the fields in the ERPNext quote to the template placeholders
  • Make sure that the names of the placeholders are exactly the same as those in the E-signatures template

This step is very important for automatically filling in data in signed documents.  

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Setting Up Templates in the E-signatures Platform

To get templates ready:

1. Sign in to your E-signatures account
2. Make a new template
3. Put in text placeholders that match the ERPNext mappings.
4. Plan how the document will look
5. Keep the template

After you save the template, you can choose it in ERPNext.

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Industry-Specific Data

  • Manufacturing workflows

  • Healthcare records

  • Education data

  • Retail SKUs

  • Projects & service contracts

How to Use: Sending a Quote for Signature

The signing process is meant to be easy to understand and use.

Steps:

1. Open an ERPNext Quotation (it has to be in Draft status)
2. Choose a E-signature Template
3. Click “Send for Signature

What Happens Next?

The customer gets an email The email has:

  • PDF of the quote
  • Link to sign securely

The whole thing only takes a few seconds.

After signing, the workflow is automated

After the customer signs the quote:

  • The Quotation is updated in ERPNext by the webhook.
  • The URL for the signed PDF is saved.
  • The date of the signature is recorded.
  • The Quotation is marked as Signed.
  • Internal users get alerts.

This automation gets rid of the need for manual checks and makes sure that the data is correct

Setting up a Webhook

Setting up a webhook is necessary for automatic updates.

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URL for the webhook:

“` https://your-domain.com/api/method/esign.api.esignature_webhook “`

You need to set up this URL in your eSignatures dashboard.

Without setting up a webhook:

  • The signed status won’t change on its own
  • You may need to do manual checks

Roles and Alerts

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The Role of e-Signature

Users of ERPNext who have the E-signature role:

  • Get alerts when a quote is signed
  • Get email alerts for important updates

This role-based access makes sure that only the right people are notified

How to Fix Common Problems

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Templates Not Loading

  • Check the API token in the E-signatures Settings.
  • Make sure the token has the right permissions

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Can’t See the Send for Signature Button

  • The quote must be in “Draft” status
  • The quote must not have already been signed

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PDF with a signature not updating

  •  Check the settings for the webhook URL
  • Make sure the webhook is active in the E-signatures dashboard

Safety and Compliance

This integration is mostly about security.

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Steps to Keep Safe

  • API token stored safely as a Password field
  • Webhook verification with HMAC SHA256
  • No unnecessary or private information is kept

These steps make sure that the data is safe, private, and follows the best practices for digital security

Who Should Use This Solution?

We made our solution with ERPNext best practices, flexibility, and the ability to grow in mind. It fits right in with your current workflows and doesn’t get in the way of your work.

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Main Benefits

  • Native ERPNext experience
  • Fully automated signing workflow
  • Customizable templates
  • Secure and compliant architecture
  • Easy installation and configuration
  • Better sales efficiency

Conclusion

The E-signatures Integration for ERPNext Quotations is a full, safe, and effective way for modern businesses to digitize the process of approving quotes.

Businesses can do the following by combining ERPNext’s powerful quotation management with professional  E-signature features:

  • Make deals go through faster
  • Lower operating costs
  • Make customers happier
  • Keep full visibility and control

This solution is the best way to modernize your ERPNext workflows and embrace digital transformation.