E-signature

Send it for signature, get it back sealed.

Send quotations, rental agreements, delivery notes and your own PDFs for electronic signature from the same Share button you already use. Signers verify with a code, sign on a phone or desktop with no account, and you get a sealed signed copy with a signing certificate.

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Sign from a link: no account, no app for the signer
Email code, phone code or an access code to prove who signs
Company counter-signature and in-person signing
Signed copy plus a certificate with the full audit trail

What is E-signature in Flowyana?

Flowyana e-signature lets a business send a document for electronic signature, collect signatures from customers and its own team, and keep a sealed signed copy with a signing certificate. It is for companies that sign quotations, rental agreements, delivery notes, work orders and subscriptions every day: property managers, equipment rental firms, contractors, service companies and distributors in India, the UAE, Saudi Arabia and beyond.

Signing happens on a page the signer opens from a link, on a phone or a desktop. They do not create an account or install an app. They confirm who they are with a code, read the document, draw or type their signature, accept the consent wording and finish. You see the status of every signer, resend, remind or void a request, and download the signed copy.

The signature is applied to the PDF itself and the file is sealed, so a change made after signing can be detected. Each signature is made with a one-time certificate issued to the verified signer, and the signing certificate records the parties, times, methods and devices. This is an advanced electronic signature. It is not a qualified signature, and whether a signed document is recognised for a given purpose depends on the law of your country and the kind of document.

E-signature is included in the Growth and Business plans of the Accounting, ERP, CRM, Rentals, Bookings and Repair products. Growth covers on-screen signing checked by an email or access code, with 25 signature requests a month. Business adds codes by phone, counter-signing by your company, in-person and witnessed signing and uploaded PDFs, with 200 a month.

What it does

E-signature, in practice.

Inside the Share dialog

Turn on Request signature when you share a document. Send the signing link by email or WhatsApp, or copy it and send it any way you like.

Eight kinds of document

Quotations, sales orders, rental agreements, booking confirmations, delivery notes, work orders, subscriptions and any PDF you upload.

Proof of who is signing

Each signer confirms with a one-time code sent to their email or phone, or with an access code you give them separately, or a combination.

Several signers, in order or together

Add as many signers as you need, one link each, and choose whether they sign one after another or all at once.

Your company signs too

Add a counter-signer from your own team. They sign inside Flowyana with their saved signature and a confirmation code, and can sign first, before the customer.

In-person signing

Hand your phone or tablet to the customer. Staff re-enter their password or PIN to get the screen back. A witnessed option records who watched the signing when the signer has no phone or email.

Sealed copy and certificate

Every completed request gives you the signed PDF and a separate signing certificate listing the parties, times, methods, devices and the audit trail, with a QR code to the verify page.

Public verify page

Anyone can upload a signed PDF or scan the certificate’s QR code to check each signature and whether the document changed.

Off, Optional or Required

Set each document type to Off, Optional or Required. Required blocks the next step, such as converting a quotation or checking out a rental, until the document is signed.

Reminders, expiry and voiding

Signers get reminders and the request expires on the date you set. If the source document is edited while a request is open, the request is voided so nobody signs an outdated version.

Included in Growth and Business plans

Growth plans of the Accounting, ERP, CRM, Rentals, Bookings and Repair products include on-screen signing with an email or access code, 25 signature requests a month. Business plans include every feature, 200 a month. It is not sold as a separate add-on.

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How it works

E-signature, step by step.

1
Switch it on
In Settings, turn on E-sign, then set each document type to Off, Optional or Required and choose how signers verify themselves.
2
Share for signature
Open a quotation, agreement or any document, choose Share, turn on Request signature, add the signers and send by email, WhatsApp or a copied link. Or upload a PDF and place the signature fields.
3
Signers verify and sign
Each signer opens their link, confirms with a code, reads the document, accepts the consent and signs with a drawn or typed signature.
4
Your company signs
A counter-signer from your team signs inside Flowyana, before or after the customer, depending on the order you set.
5
Get the sealed copy
When the last person signs, everyone receives the signed PDF and the signing certificate, both stored against the document, and the source document moves on.

In depth

A closer look.

Verification: who is really signing

A signature is only worth something if you know who made it. You choose how each signer proves themselves. A one-time code goes to their email, or to their phone where WhatsApp is connected, and you can also set an access code that you pass to the signer yourself, for example by phone. A forwarded link is not enough on its own, because the code is needed to sign. Repeated wrong or repeated requested codes are limited.

Email code and phone code
Access code you share separately
Any combination, per signer
Witnessed in person as a clearly labelled lower level

Signing on a phone or a desktop

The signing page is built for a phone first. The signer sees your branded page, pages of the document they can zoom, the fields they must fill, and a bar that walks them from review to finish. They can draw a signature or type one, and the page works in right-to-left languages such as Arabic. They can decline with a reason. Expired, voided and already-signed links each show their own plain screen.

No account and no app
Draw or type a signature
Arabic and other languages, left-to-right and right-to-left
Decline with a reason

Company signers and in-person signing

Contracts usually need both sides. Add a counter-signer from your team and they sign inside Flowyana with a saved signature and a confirmation code. You can have your company sign first, so the customer receives a document already signed by you. For a customer in front of you, choose Sign on this device: the screen switches to a full-screen signer view, and staff must enter their password or PIN to leave it.

Saved signature for staff
Company signs before or after the customer
Full-screen in-person view with staff re-entry
Witness recorded when the signer has no phone or email

The signed copy, the certificate and the audit trail

When everyone has signed, Flowyana seals the PDF and stores it with the document. A separate signing certificate lists the parties, the verification used, times, devices and the original and final fingerprints of the file, with a QR code that opens the verify page. The record of events is append-only, so the trail cannot be quietly rewritten. Completed signed copies and certificates stay available even if you later change plan.

Signed PDF and a separate signing certificate
Event trail from sent to signed
Verify page checks any signed PDF
Source document updated on completion, for example a quotation marked accepted

Control per document type

Not every document needs a signature. For each type you choose Off, so nothing about signing appears, Optional, so staff can request one from the Share dialog, or Required, so the next step is blocked until it is signed: a quotation cannot convert to an order, a sales order cannot be delivered or invoiced, and a rental cannot be checked out. You also set default signers, signing order, expiry, reminders, the consent wording and whether staff may send their own uploaded PDFs.

Off, Optional or Required per type
Default signers and order per type
Expiry and reminder timing
Your own consent wording

Who it’s for

Businesses that run on E-signature.

Property managers and rental firms

Tenancy and rental agreements signed by the tenant and countersigned by the manager, required before check-out.

Equipment and vehicle rental

Rental agreements signed on a tablet at the counter, with the signed copy attached to the booking.

Contractors and fabricators

Quotations accepted by signature before they turn into sales orders, with the company signing first.

Distributors and wholesalers

Delivery notes signed by the receiver, in person or from a link, as proof of delivery.

Service and repair companies

Work orders signed by the customer to approve the job and again on completion.

Questions

Asked about e-signature.

What is an electronic signature in business software?

It is a way for a person to sign a document on a screen instead of on paper, with a record of who signed, when and how. In Flowyana the signature is applied to the PDF itself and the file is sealed so later changes can be detected.

Does Flowyana have e-signature?

Yes. You can send quotations, sales orders, rental agreements, booking confirmations, delivery notes, work orders, subscriptions and uploaded PDFs for signature, or sign in person on a phone or tablet.

Is the signature legally valid?

Flowyana produces an advanced electronic signature with identity verification, consent and a tamper-evident sealed file. Whether it is accepted depends on the law of your country and the type of document, and some documents, such as wills or property transfers, are often excluded. Flowyana does not claim legal status for any country, so check with your adviser.

Is it a qualified electronic signature?

No. It is an advanced electronic signature. Qualified signatures need a certificate from an accredited provider, and Flowyana does not offer that.

Do signers need an account or an app?

No. They open the link, confirm with a code, and sign in the browser on a phone or desktop.

How do you check who is signing?

By a one-time code sent to the signer’s email or phone, or an access code you give them yourself, or both. If the signer has neither, staff can record a witnessed in-person signing, which the certificate labels as a lower level of assurance.

Can my own team countersign?

Yes. Add a counter-signer from your team. They sign inside Flowyana with their saved signature after confirming a code, and your company can sign before the customer.

Can I make a signature mandatory?

Yes. Set a document type to Required and the next step is blocked until it is signed, for example converting a quotation or checking out a rental.

Does it work in Arabic and for the UAE and Saudi Arabia?

Yes. The signing page supports Arabic and right-to-left layout, and consent wording is yours to set. It does not use any national ID scheme, so it works the same in the UAE, Saudi Arabia, India and elsewhere.

Does it support Aadhaar eSign, USB tokens or certificate files?

No. Aadhaar eSign is not supported. Signing with a USB token, your own certificate file, or a national eID or qualified provider is not built yet. Today signatures are made on screen with a one-time certificate issued to the verified signer.

Which plans include e-signature?

The Growth and Business plans of the Accounting, ERP, CRM, Rentals, Bookings and Repair products. Growth includes on-screen signing with an email or access code and 25 signature requests a month. Business adds codes by phone, counter-signing by your company, in-person and witnessed signing and uploaded PDFs, with 200 a month.

What happens if I edit a document after sending it?

The open request is voided so nobody signs an outdated version, and you are told to send it again. Requests already completed stay valid for the version that was signed.

One platform

Plays well with the rest.

Documents shares its records with every other module you switch on — no connectors, no re-typing.

Documents Sales & Invoicing Rentals Bookings Service Jobs Subscriptions Approvals All features →

Put E-signature to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

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