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Send an agreement from a case, have your client sign it on any device, then sign it for your firm. VisaFlo fills the agreement in from the case, emails your client the signing link, and keeps the signed copy on the case.

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Before you start

  • Set up your agreement templates once, in Settings > Templates > Service Agreements. See Letters & Agreements.
  • Check that the case’s client has an email address. You can also type it in before you send.
  • If your firm signs too, check the firm’s row on the E-Sign tab. It lists the representative from your firm’s Business Profile and team members who have a representative profile. Representatives you added only in Autofill Settings don’t appear there yet.
  • The case’s Service Agreements tab needs admin access, or billing access set to all. Without it, start and sign agreements from Agents > Retainer Agent.

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Start a new agreement

  1. Open the case and select the Service Agreements tab.
  2. Select New agreement.
  3. Tick one or more templates, such as your service agreement or consultation agreement. Under Case documents you can also add PDFs already on the case.
  4. Select Continue.
The agreement opens in its own workspace as a draft. Your work saves as you go, and the header shows Draft saved. Wait for it before you close the tab. If it shows Not saved. Check your connection., your last change didn’t save. To come back later, select Open on the draft’s row in the Service Agreements tab.
Leads have the same Service Agreements tab. You can also start an agreement from Agents > Retainer Agent with New agreement, then choose a lead or a case.

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Check the fields

The Fields tab lists every field in the agreement. Each filled field shows where its value came from, such as Client, Case, Today, or Default.
  • Fields under To fill have no value yet. Fill them in before you send. The agreement’s tab shows an amber dot until they are done.
  • Change any value you need to. The change applies to this agreement only. The template and the client’s record stay as they are.
  • Select a field to find it on the page.
If the template was set up in the template editor, you can also edit this agreement’s wording right on the page. To send more than one agreement together, select Add agreement above the page and pick another template, or A document on this case.

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Choose who signs, and where

Open the E-Sign tab. Under Who signs this document, it shows who signs the document on screen, in order:
  • Your client signs first. Their name and email come from the case.
  • Then your firm signs, as the representative shown in the firm’s row. Select the name to choose another representative.
The sign areas saved in the template are already on the page. Each signer’s areas are listed under them, for example Page 1. To change them:
  • Add an area: select + next to a signer, choose Signature, Initials, or Date, then click the page where it goes.
  • Move or resize an area: select it on the page, then drag it or one of its corners.
  • Remove an area: select it in the list, then select the X. Select Undo on the message if you change your mind.
  • Add another signer, such as a spouse: select Add signer, click the page where they sign, then enter their name and email.
  • Leave someone off this document: clear the box next to their name. They don’t sign it, but everyone you invite can still open every document in the request. If people must see different documents, send them separate agreements. If nobody signs a document, it goes out to read.
When you check a signer who has no sign area on the document yet, VisaFlo asks you to click where they sign. If you send several documents, check the signers on each document’s tab.

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Send it

  1. Select Send for signature. With several documents, the button shows how many, for example Send 2 for signature.
  2. Check the Signing order: your client first, then your firm, who Signs after everyone above. You can correct the client’s email here.
  3. Review the Subject and Message. Your client sees them in the email.
  4. Select Send.
If something still needs fixing, the dialog lists it under Before it can go out and you can’t send yet. If your client signs a document that your firm doesn’t, VisaFlo asks you to Add signature area for your firm first. You can also Send anyway. After you send, VisaFlo opens Retainer Agent on its Sent tab. On the case, the agreement shows Waiting until your client signs.

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What your client does

Your client gets an email with your firm’s name, your message, and a Review and sign button. The link opens the agreement in their browser, on a computer or a phone. They don’t need an account.
  1. They tap a sign area and add their signature once: they draw it, type it, or upload a photo of it. It goes in every place they sign, and date areas fill in with the day’s date.
  2. They select Finish.
Their page then says You’re done, and that your firm signs next. When your firm signs last, they get a signed copy by email, unless your firm turned that off. To nudge a client who hasn’t signed, select Remind on the agreement’s row.

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Sign for your firm

When your client has signed, the agreement shows Waiting for you on the case.
  1. On the case’s Service Agreements tab, select Sign on the agreement. You can also find it in Agents > Retainer Agent, on the Waiting for you tab.
  2. Select Sign, or select a Sign here area on the page.
  3. Pick a saved signature, or draw, type, or upload one. Select Save for next time to reuse it. Saved signatures are shared by everyone who signs as this representative, so save one only if it is the representative’s own.
  4. Select Use this signature, check the page, then select Complete.
Anyone at your firm who can open the case can sign for the firm. They sign as the representative the agreement was sent with, and the certificate of completion records who signed. Sign only if you are that representative, or your firm allows you to sign for them.

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When it’s complete

  • The agreement shows Completed on the case’s Service Agreements tab. Select the download button on its row to open the signed copy.
  • The signed copy is also saved in the case’s Files, in the Service Agreements folder.
  • When your firm signs last, everyone who signed gets a signed copy by email, unless your firm turned off Email everyone a signed copy in the Retainer Agent’s Settings. When your firm doesn’t sign, the signed copy goes to the people assigned to the case, not your client. Send it to your client with Email a copy.
  • To see who signed and when, select Open in the row’s menu. From there you can download the Certificate of completion or Email a copy.

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Troubleshooting

You can’t send yet. Select Send for signature and read the list under Before it can go out. The usual causes are an empty field or a signer without a name or email. Your client didn’t get the email. Open the agreement from the row’s menu and check the email address under their name. Ask them to look in their spam folder, then select Remind. You can also copy their signing link with the copy button next to their name and send it another way. Anyone with the link can open it and sign as that person, so send it only to them. A signer or document needs to change after sending. If nobody has signed yet, open the agreement from the row’s menu, select More, then Reopen to edit, and confirm with Reopen. Make the change, select Send for signature, then Send again. Every signer gets a new link. If anyone has already signed, start a New agreement with the correction instead. You can’t sign for the firm yet. Your firm signs last. The page shows Waiting for the client until every client signer has finished. For more on templates, drafts, and changes, see How service agreement templates and e-signatures work.