The way businesses handle documentation and signatures can either simplify or complicate day-to-day operations. At Zapiy, we understand how crucial it is to have a seamless process for signing proposals, estimate proposals, and other important documents. That’s why we’re excited to unveil Proposals & Estimates Multiple Recipient Signature Support, a feature designed to make document signing faster, more efficient, and more secure.

Gone are the days of assigning signature elements to each individual recipient manually. This enhancement lets you assign signature elements to multiple recipients within a single document, eliminating repetitive tasks and streamlining the entire process. Whether you're managing contracts, client proposals, or internal approvals, this feature will save you valuable time and provide peace of mind for all parties involved.

What Is Proposals & Estimates Multiple Recipient Signature Support?

This feature allows you to assign elements on the signature fields to multiple recipients in a single document. Each recipient gets a unique signing link tailored to their specific role, ensuring accuracy and security. You can also capture critical tracking details such as IP addresses, locations, and timestamps for every signature, adding an extra layer of accountability to your document management process.

Why This Feature Matters to Your Business

Implementing this feature can deliver immediate benefits for your business:

Efficient Document Signing:

Save time and effort by assigning signature elements to multiple recipients in one go. No more repetitive tasks or complex coordination.

Individualized Signing Links:

Every recipient, whether a client, team member, or external partner, receives their unique link to sign. This ensures the correct person signs the right sections of the document.

Enhanced Tracking and Accountability:

The system captures critical data like IP addresses, location, and signing timestamps for all recipients. This not only strengthens your document security but also helps you maintain a clear audit trail.

Automatic Invoicing for Primary Recipients:

Once all parties have signed, the system automatically generates an invoice for the primary client. This saves additional time and reduces manual work for your team.

With these benefits, your business will not only improve efficiency but also build trust with clients and partners by offering a secure and seamless signing experience.

How to Use Proposals & Estimates Multiple Recipient Signature Support

This feature has been designed to be intuitive and easy to use. Follow these straightforward steps to start simplifying your document signing process:

1. Access Proposals & Estimates

Begin by navigating to thePayments → Proposals & Estimatessection of your CRM.

• Click the+ Newbutton to create a new proposal or detailed estimate.

• This section is your central hub for managing all client-facing documents.

By keeping everything in one place, you save time and streamline your workflow.

2. Assign Signatures

Within the document editor, assign signatures to the relevant recipients:

• Select the individuals or groups who need to sign the document.

• Assign signature elements to each recipient based on their role, whether they are a signer or a CC recipient.

This flexibility ensures that all participants know exactly where to sign and what they’re responsible for, eliminating confusion and delays.

3. Designate the Primary Recipient

Thefirst added recipientbecomes thePrimary Recipientby default:

• The system will auto-populate custom fields for the primary recipient, ensuring consistency and accuracy.

• Once all parties have signed or accepted the document, an invoice is automatically generated for the primary client.

This step helps you maintain organization and ensures a smooth transition from signing to invoicing.

4. Send Unique Signature Links

Every recipient, including your business user, will receive aunique signing link:

• This link is personalized for each recipient and ensures that only they can access and sign their designated elements.

• Recipients can securely sign their respective sections of the document at their convenience.

Providing individualized links improves the customer experience and ensures greater accuracy in the signing process.

5. Tracking and Certificate Generation

Once all signatures are completed:

• Asigned PDF file copyof the document is automatically generated.

• The document includes a signature certificate capturing key details like:

• IP address of each signer

• Geographic location

• Date and time of signing

The signature certificate enhances accountability and provides a verifiable record for future reference.

New Section: Tips for Maximizing the Potential of Multi-Recipient Signatures

To fully leverage the benefits of this feature, consider these best practices:

1. Plan Your Document Flow:

   Before creating a document, determine the order in which signatures are required. Sequential signing can sometimes improve efficiency, especially when approvals depend on earlier signatures.

2. Customize Communication:

   Use Zapiy’s CRM tools to send personalized reminders to each client via email who haven’t signed yet. Gentle nudges can help keep your timeline on track.

3. Leverage Templates:

   If you frequently send similar detailed proposals or estimates, create proposal templates within your CRM. Having proposal and estimate templates reduces setup time and ensures consistent formatting across all documents.

4. Monitor Document Status:

   Use the tracking tools in Zapiy to monitor who has signed and who hasn’t. This real-time visibility ensures you can follow up promptly when necessary.

5. Enhance Security with Two-Factor Authentication:

   For highly sensitive documents, enable two-factor authentication for signatories. This adds an extra layer of protection to your process.

6. Test the Workflow Internally:

   Before rolling this out to clients, test the multi-recipient signing feature with your internal team. This will help you identify any potential gaps and ensure a smooth client experience.

By integrating these tips into your workflow, you’ll maximize the efficiency and reliability of Zapiy’s multi-recipient signature support.

Why Zapiy Is the Right Solution for Your Business

Zapiy isn’t just a CRM—it’s your business’s partner in creating seamless, efficient processes that scale with your growth. With features like Multiple Recipient Signature Support, you can:

• Build trust with prospective clients and existing ones by providing professional proposals and secured experience.

• Save countless hours of manual work through automation.

• Maintain compliance and security standards with verifiable audit trails.

This feature empowers your business to focus on what matters most: delivering value to your clients and driving revenue.

Enhancing Collaboration with Multi-Recipient Signatures

One of the often-overlooked advantages of Multiple Recipient Signature Support is how it fosters collaboration within teams and with external partners. This feature doesn’t just streamline the signing process—it also transforms how businesses work together by encouraging clarity, accountability, and efficiency. Here's how it can improve collaboration in your organization:

1. Streamline Internal Approvals

For businesses requiring multiple levels of internal approval, this feature is invaluable:

• Assign signature elements to different team members based on their roles or responsibilities.

• Enable seamless communication between departments by consolidating the signing process in one centralized platform.

For example, a marketing proposal might need sign-off from both the finance and executive teams. With Zapiy, all parties can sign in a single document, reducing back-and-forth emails and delays.

2. Ensure Accountability Across Teams

By capturing detailed signature tracking data such as IP addresses, locations, and timestamps, you can ensure full accountability within your organization:

• Know exactly when each team member or external partner has signed.

• Use the audit trail to resolve disputes or clarify responsibilities if any issues arise.

This transparency is particularly valuable in regulated industries where compliance and thorough documentation are critical.

3. Simplify Vendor and Partner Agreements

Managing agreements with vendors and partners often involves multiple stakeholders. The Multi-Recipient Signature Support feature makes this process simpler by:

• Allowing all parties to sign the same document, even if they are located in different time zones.

• Providing unique signing links for each recipient to ensure their input is accurate and secure.

Whether you’re signing a new contract with a supplier or finalizing a joint venture with a partner, this feature minimizes errors and accelerates timelines.

4. Improve Client Communication

When working with clients, a seamless and professional signing process can leave a lasting positive impression:

• Clients will appreciate the simplicity of receiving a single document with clear instructions for signing.

• By automating follow-ups and providing reminders for unsigned documents, Zapiy ensures that your business maintains strong communication without appearing pushy.

Happy clients are more likely to return and recommend your services, making this feature a long-term asset for your customer relationships.

5. Collaborate in Real Time

Unlike traditional paper-based processes, Zapiy’s multi-recipient digital signing allows for real-time collaboration:

• Team members can review and update documents simultaneously before signatures are finalized.

• Last-minute changes are quick and easy to implement, ensuring the document reflects the most up-to-date information before it’s sent for signing.

Real-time collaboration is particularly beneficial for fast-paced projects or when working with tight deadlines.

Conclusion: Get Started with Multi-Recipient Signature Support Today!

At Zapiy, we’re committed to making your day-to-day operations as smooth as possible. The Proposals & Estimates Multiple Recipient Signature Support feature is just one of the many ways we’re helping businesses like yours thrive in an increasingly digital world.

Don’t let inefficiencies hold you back. Simplify your document signing process, enhance your security, and give your clients the seamless experience they deserve.

Ready to take the next step? Log in to your Zapiy account today, head to the Proposals & Estimates section, and start exploring this game-changing feature.

If you have any questions or need assistance, our support team is here to guide you every step of the way. LetZapiyhelp you streamline your workflow and grow your business!