E-signature in SwiftChecklist lets you embed agreement signing directly into the client's onboarding portal. Instead of routing the client to a separate e-signature platform and creating a second portal link to manage, the signature step is one field in the checklist sequence.
Clients sign at the right point in the flow — after confirming scope, before making payment — without losing their context or wondering what comes next.
Plan note: E-signatures are available on Pro and above. The standard generally available workflow is one signer per document. If you need a multi-party rollout, confirm it with SwiftChecklist before relying on it operationally.
Preparing a document for signature
Step 1: Upload the document
From the template or instance where you want to add the signature:
- Add a new field and choose the field type E-signature
- Click Upload document and select your PDF or DOCX file
- Wait for the document to process (usually a few seconds for files under 10MB)
- The document preview appears in the field editor
Supported formats: PDF, DOCX, DOC. Maximum file size: 25MB. If your file is larger, compress the PDF or split the document before uploading.
Step 2: Add signature fields to the document
After uploading, use the document editor to place interactive fields:
Signature field: The signer's drawn or typed signature. Required for a valid e-signature.
Date field: Auto-fills with the date of signing. Use this instead of asking the signer to type the date manually — auto-fill prevents date errors.
Initials field: For documents where specific pages or clauses require initials (common in multi-page retainer agreements).
Text field: For documents that require the signer to fill in information — for example, a billing address or phone number on the signature page.
Checkbox field: For clauses or acknowledgments where the signer must explicitly check a box — for example, "I confirm I have read and understood the fee structure in Section 3."
To place a field: drag it from the field type panel on the left onto the document page. Drag the body of a placed field to reposition it. Drag its handles to resize. Fields can be placed on any page.
Note: Interactive field placement is only supported on PDF documents. If you uploaded a DOCX or DOC file, the document preview will appear but the field panel will be inactive. Convert to PDF first.
Step 3: Confirm who signs
By default, all fields placed on the document are completed by the client — the person who receives the portal link. Every signature, initials, date, text, and checkbox field you place belongs to them.
If your engagement requires more than one party to sign the document (for example, a firm partner countersigning an engagement letter alongside the client), confirm the available signing workflow for your workspace with SwiftChecklist before building the process around it.
Step 4: Write the signature field label and instructions
The label is what clients see in the checklist step list. The instructions appear above the document in the signing view.
Good label: "Sign your engagement agreement" Poor label: "Sign document"
Good instructions: "Please review the engagement agreement below and sign at the bottom of page 3. If you have questions about any of the terms before signing, reply to your invitation email." Poor instructions: "Please sign."
Clear instructions reduce hesitation and reduce the number of clients who abandon the signature step to ask a question.
The signing experience for clients
When a client reaches the signature step in their portal, they go through a four-stage flow before they can submit:
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Open the step. The client sees the checklist step label and instructions you wrote. They click Open & Sign Document.
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Electronic Signature Disclosure. A consent screen explains that they are about to sign electronically, that their identity will be verified, and that their signature, IP address, and timestamp will be recorded. They click I Agree — Continue to proceed. They can cancel before this step without signing anything.
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Legal name. The client enters their first and last name. This name appears on the certificate of completion as their legal identity for the signature.
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Identity verification. The client clicks Send Verification Code. A one-time code is sent to the email address on file. They enter the code and click Verify & Continue to Sign. The code expires shortly and can be resent if it does not arrive.
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Document signing. The document opens with the interactive fields ready to complete. The client fills each field — draws or types their signature, enters initials, confirms date fields, fills text inputs, and checks any checkbox fields. Required fields must be completed before submitting.
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Submit. The client clicks Submit Signatures. The signed PDF and certificate of completion are generated immediately.
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Return to checklist. The client is returned to their checklist. The signature step is marked complete. The client receives a confirmation email with a download link for the signed document.
The entire flow happens within the portal. The client never leaves the portal or visits a different URL.
Downloading and accessing signed documents
From the client's side: After signing, the client receives a confirmation email with a download link for the signed document and the certificate of completion. They can also re-open their portal link to download documents from the completed signature step.
From your team's side: Signed documents are accessible from the checklist instance view under the signature field's detail. Click Download signed document or Download certificate from the field record.
From the client record: All signed documents across all instances are accessible from the client record's Files section, organized by instance and field.
Storing signature documents
Signed documents and certificates of completion are stored in your SwiftChecklist account. There is no automatic expiration of stored documents while your account is active.
For your own backup and records retention requirements:
- Download signed documents and store them in your practice management system or document management platform
- Export documents to connected storage integrations (Google Drive, Dropbox) using the integrations settings
- For legal and compliance requirements, maintain your own retention schedule independent of SwiftChecklist's storage
Certificate of completion
Every signed document generates a certificate of completion that includes:
- Signer name and email address
- IP address at the time of signing
- Timestamp (date and time in UTC)
- Browser and operating system information
- A tamper-evident hash of the signed document
The certificate is designed to support ESIGN Act and UETA evidence needs in the United States. For international use, check the requirements of your specific jurisdiction and document type before relying on it.
Troubleshooting
Client says the document did not open Check that the client is using a current version of Chrome, Firefox, Safari, or Edge. The document viewer requires JavaScript to be enabled. If the client is using a corporate device with browser restrictions, the IT department may need to whitelist the SwiftChecklist portal domain.
Client signed but the step is still showing as incomplete The step updates in real time after signing. If it remains incomplete after several minutes, ask the client to refresh their portal page. If the issue persists, contact support with the instance ID.
The uploaded document looks incorrect in the preview This can happen with complex DOCX files that use unusual formatting. Convert the document to PDF before uploading — PDF renders more reliably in the signing viewer. If the PDF preview still looks incorrect, check that the source file does not have security restrictions or password protection.
Signature fields are misaligned on the document Field placement is relative to the document layout. If the document changes after fields are placed — for example, if you re-upload a different version of the engagement agreement — re-open the document editor and reposition the fields.
Continue with
- Payment requests — configure the payment step after signature
- Review and handoff — what to check when a signed document arrives
- Build your first checklist — add the signature step to a template