Preview, variants, legal texts, and offer link validity

The signature step turns a planned offer into a contract. When you send, Reonic freezes the priced offer, emails the customer a public link, and records the signed version against your project so the rest of your tooling (invoicing, integrations, installation) takes over. This page walks through the main send flow plus everything you set or see at send time: variants, link validity, legal texts, sender email, and what the customer sees on their side.

Who this is for

• Account managers sending offers for signature day to day.
• Installer admins configuring sender settings, legal texts, and link validity defaults.
• Field workers capturing on-site signatures with a tablet.

Before you start

• The offer must be planned, priced, and ready (components selected, payment modes set, financing partner picked if applicable).
• The customer's email address on the request must be correct. That's where the public link goes.
• Decide which variant(s) the customer should see. You can include multiple in one signature request; the customer picks one and signs.
• Decide the link validity, typically 14, 30, or 60 days. The link stops working at that time.

Send the offer to the customer for signature

1. Open the offer in the Portal.
2. Go to the Finalise tab.
3. Click Send for signature.
4. Pick the variant(s) to include. If there's only one, it's pre-selected.
5. Set the link validity: how many days the customer has to sign before the link expires.
6. Optionally customise the email subject and the message to the customer.
7. Click Send.

Reonic freezes the priced offer, renders the PDF, and emails the customer a public link with the PDF attached. The customer opens the link straight from the email and signs on the page.

Pro tip: The offer is frozen at send time. Any edit you make to the offer afterwards stays invisible to the customer until you withdraw the link and send a new one (see Revoke offer). Get the variant, pricing, and PDF right before clicking Send.

Send the offer for commercial / business customers

If you run a commercial customer through the residential offer flow, they sign the same digital link as a residential customer. The difference between B2C and B2B sits on the offer itself (commercial pricing, VAT handling, business contact data), not on the signature flow.

Note: On commercial projects, offers are signed off-system with a manual PDF and a scanned upload. The digital signature flow on this page applies to residential offers.

Send to multiple email addresses

The signature link goes to the one email address on the request. To get the link to a partner, spouse, or finance person, forward the email yourself, or change the email address on the request before sending.

Multiple pending signature links on one offer

An offer stays open to further sends, so you can have more than one open signature link on it at once, each its own pending request with its own public link. This happens naturally when you fix an email and re-send, or send a second variant.

Once the customer signs any one of them, the whole offer moves to Won.

Note: After the offer is won, withdraw any other open signature links you no longer need (see Revoke offer).

What the customer experiences

The customer receives an email, with the subject "Your quote is ready" by default (revised offers use "Your revised quote is ready"), with the PDF attached and a button that opens the public signing page. You can override the subject text for your workspace. They open the link straight from the email and sign on the page.

On the public page they see the PDF, scroll through it, and at the end either:

• Click to sign: a one-tap confirmation.
• Draw their signature: if your workspace has the draw-to-sign setting enabled, they finger-draw their signature on the page.

If the offer carries several payment options (for example Cash, financing, and lease), the customer picks one on the page before signing. Each option shows its own price and its own PDF, and the signed record captures the option they chose, which then flows through to invoicing and your integrations.

After they sign, Reonic appends an attestation page to the PDF, stores the signed PDF, moves the project to Won, and runs the configured integrations. The signature event lands in the activity feed as Signature request accepted by customer (see Track openings of offer).

Sign with the customer in person on your tablet

When you close the sale face to face (kitchen-table visit, on-site meeting), you can hand the customer your tablet and let them sign digitally right there.

1. Send the offer for signature first (see above). This creates the pending request and generates the public link.
2. On the tablet, open the customer's public signing link. Either forward the email to a tablet inbox, or use the Show web version option from the offer to open the public link.
3. Hand the tablet to the customer.
4. The customer goes through the standard digital signing flow on the tablet.

This counts as a digital signature by the customer, not an "on behalf of" signature. The PDF gets the same attestation page; the signature is legally captured at signing time.

Note: If the customer signs paper rather than on the tablet, use Upload manual signature instead.

Re-issue an accepted offer as still-pending with a new date

A signed variant stays locked as the contract artifact. To re-issue an accepted offer with a fresh date, fork it into a new variant:

1. Open the signed offer in the Portal.
2. Add a new variant, either blank or as a duplicate of the signed one. See Add a variant.
3. Adjust the new variant freely (pricing, components, PDF layout).
4. Send a fresh signature request that includes the new variant (see Send the offer to the customer for signature above). The customer receives a new email with a new link and a new validity period; the date stamped on the new signature row is the date they sign, not the date you forked.
5. The original signed variant stays as historical record, visible in the variants list and in the signature history.

Message the customer before sending the new link so they sign the new variant rather than the previous one.

Set, extend, or check link validity

You set the link validity when you click Send for signature. Once set, it stays fixed for that signature row.

To give a customer more time, send a new signature request. The old link stops working at its original expiry; the new email contains a new link with a fresh validity period. To resend an already-expired offer: open the offer, go to the Finalise tab, click Send for signature again, set a fresh validity, and Send. The customer gets a new email with a new link; the expired link stays in the signature row history.

Pro tip: To give long-leaning customers a buffer, send the initial signature with a longer validity (e.g. 60 days). You can always withdraw and re-send to tighten it later.

Set terms and conditions, the signature block, and the expected delivery date

Three fields, three settings homes:

• Terms and conditions are configured per workspace under Settings > Planning & offer > Legal. Per offer, pick which active template applies via Finalise > Customise pages > Legal. To put your own legal text on the signature page, build it into the PDF template slots (cover, terms, terms-of-service, addendum); the signature is captured against the offer PDF Reonic renders. Your workspace admin sets these template surfaces, and per offer you can swap which legal-text variant applies. Your Reonic account manager can help with template customisation.
• The signature block layout is set by the cover-page variant on the Signature PDF page (Settings > Planning & offer > Pages & Design). Per offer, you customise by picking a different page variant via Customise pages.
• The expected delivery date is set on the offer itself, not on the signature-send dialog: open the offer, go to Finalise > Customise pages > Cover / Document defaults, and fill the Delivery date estimate field (it also surfaces on the order confirmation if you generate one after signing).

The link validity is set separately on the signature-send dialog (see Set, extend, or check link validity above).

Change the sender email address shown on the customer email

The customer's signature email is sent on behalf of the Key Account Manager assigned to the request. That's the name and email the customer sees as sender. If no Key Account Manager is assigned, the email comes from the user who clicked Send.

To change which sender the customer sees:

1. Open the offer and go to the Project tab.
2. Change the assigned Key Account Manager to the user whose name and email should appear.
3. Send the signature request. The customer email now goes out as that user.

Note: The Key Account Manager's account email is what shows as the sender. To verify it before a real send, send a test offer to yourself first: create a throwaway offer with your own email address on the customer record, send it for signature, then open the email you receive and confirm the From line shows the manager you expect. If the sender is wrong, re-check the Key Account Manager assignment on the Project tab.

To CC yourself on every offer-sent email, enable CC on offer sent in your user profile. See Track openings of offer for the diagnostic value of CC-on-sent.

Attach additional documents to the signature email

The signature email carries the signed offer PDF. To get extra material (your terms and conditions, an installation brochure, a financing data sheet) in front of the customer, choose one of two paths:

• Add the document to the offer PDF itself. If your PDF template has the right page slots (cover, terms, terms-of-service, addendum), include the document there so the customer sees it on the signature page.
• Email the customer separately. Send the supplemental document in a follow-up email from your own inbox, with a one-liner pointing them to the just-arrived signature link.

To collect documents from the customer (ID, proof of ownership, photos of the meter), use the Customer Portal uploads or send the customer a separate request. The signature step assumes you already have what you need to close.

If the wrong document was attached to a signed offer (for example, you uploaded the wrong analog PDF), fork the offer to fix it. See Revoke offer for the fork pattern.

Analog signature edge cases

The full analog-upload flow (uploading a customer-signed PDF when the customer signed on paper) lives on Upload manual signature. The edge cases below cover the questions you'll most often hit at send time.

Set or change the signing date on an analog upload

When you upload a customer-signed PDF, the dialog asks for the date the customer actually signed, not today's date. It defaults to today; change it to the date written on the paper signature. The date can sit up to one day in the future; anything further ahead is not accepted.

Set the date correctly at upload time. That's where the signing date is recorded.

Upload an analog signature for an offer whose link expired

An analog signed PDF attaches to a pending signature row. If the link expired, create a fresh pending row first:

1. Open the offer in the Portal.
2. Send the offer for signature again (see Send the offer to the customer for signature above). This creates a fresh pending signature row with a new validity period.
3. With the new pending row in place, follow Upload manual signature against the new row.
4. Set the signing date on the upload dialog to the date written on the paper.

The expired signature row stays in the offer's history; the analog-signed PDF attaches to the new row.

Note: Sending the offer again just creates the pending row you attach the analog upload to. The customer does not need to do anything.

E-signature validity, attestation, and finance partners

• Reonic's digital signature adds an attestation page to the PDF. The attestation page records who signed, when, from where, and a content check so the signed document can be verified later.
• Analog uploads carry the paper signature as scanned, legally equivalent on paper. See Upload manual signature.
• Finance partners Bees & Bears and EOS accept Reonic digital signatures as the trigger for financing handoff. When the customer signs, the signed PDF and the offer data are handed off to the finance partner.
• KfW / BzA forms: the Bestätigung zum Antrag (BzA) for KfW subsidies is generated separately as part of the subsidy workflow. The BzA needs the installer's signature (and stamp where required) before going to the customer. Reonic's offer signature is a different document from the BzA. See Apply for and manage subsidy programs for the BzA workflow.
• French project documents are generated separately. You can attach the customer-signed Reonic offer to the French submission package, while that package goes through the French administrative process. See Apply for and manage subsidy programs for the French submission workflow.

Find the signature feature in the Portal

The signature workflow lives on the offer's Finalise tab. The tab shows:

• The signature request list (pending, signed, expired, withdrawn).
• The Send for signature action when no pending request exists.
• The Bill of materials for the variant.
• Optional add-ons (cover letter, supplementary documents) before sending.

The Finalise tab appears once the offer has at least one variant configured.

Things to know

• A pending signature locks the variant it was sent on. While that variant's signature request is live, you can't edit it — withdraw the request, edit, then re-send. Other variants stay editable, and the offer stays open to further sends.
• The PDF design is fixed at send time. If you change the PDF design after sending, the customer's PDF still shows the design as it was when you sent. Withdraw and re-send to push the new design.
• Post-sign customer email is yours to drive. The customer submits the signed PDF; any follow-up they receive depends on your workspace's email templates. Treat the post-sign customer communication as something you own.

Send order confirmations and other documents

Reonic generates the offer for signature; the order confirmation is a separate document that comes after signing. After signing, generate an Offer Confirmation (Auftragsbestätigung) in the Invoicing module as its own document type; you can later convert it to an invoice. See Order confirmation for that workflow.

Reonic sends two kinds of document by email: the signed offer (this flow) and invoices / partial invoices / order confirmations (the invoicing flow). See Invoice for the invoicing send flow. Anything else goes out from your own inbox.

Related

• Revoke offer: withdraw a pending request, change an offer mid-flight, fork a signed offer
• Remind customer: resend the same signature email
• Upload manual signature: capture a paper signature instead
• Track openings of offer: activity-feed events and email diagnostics

Need help?

• Step-by-step questions about this flow: contact your Reonic account manager.
• Feature requests or something missing: drop a note to your account manager.
• Bug reports: include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026