Upload a manual (analog) signature on behalf of the customer

On commercial projects: commercial offers are signed in person, off-system. You attach the signed PDF as a scanned upload and handle it in the commercial planning guide. The analog signature flow below covers residential offers.

Some customers sign paper instead of digital: older customers, on-site closings where the customer prefers paper, customers who don't use email, or cases where the digital link expired before the customer signed. In all of these, you upload the customer's signed PDF and Reonic records the analog signature against the pending request. Downstream effects (status flip to Won, invoicing handoff, integration push) fire the same way as for a digital signature.

Who this is for

• Account managers closing on-site or with paper-preferring customers.
• Installer admins retroactively capturing a paper signature when the digital link expired.
• Field workers uploading a freshly-signed paper offer from a kitchen-table meeting.

Before you start

• A pending signature request must already exist on the offer. If not, send one first via the Send for signature action. The analog upload attaches to a pending row.
• Have the customer-signed PDF ready to drag-and-drop, or know where it lives so you can browse to it.
• Know which variant the customer signed, if the offer has more than one.
• Know the signing date: when the customer actually signed the paper (not necessarily today).
• For variants with optional component bundles, know which optional components the customer ticked on paper.

Upload the signed PDF

The customer signs paper entirely on your side, so they need no Reonic account for the signature to be recorded. The analog row you create is their Reonic-side record.

1. Open the offer in the Portal.
2. Go to Finalise > Signatures.
3. On the pending signature row, open the ... menu.
4. Click Upload analog signed document.
5. Pick the variant the customer signed (if the offer has more than one).
6. Drag-and-drop the signed PDF, or click to browse. The preview renders on the right.
7. Enter the signing date: the day the customer actually signed. The date can't be more than one day in the future.
8. If the variant has optional component bundles, tick the optional components the customer selected on paper.
9. Click Accept, then confirm in the Confirm offer as accepted dialog.

The signed PDF lands in the offer's Files tab and on the signature row. The activity feed records a Signature request accepted analogously event. The offer flips to Won. The variant is now locked. The same downstream fan-out fires (invoicing handoff, integrations push) as a digital signature would.

Pro tip: The customer keeps their own paper copy, so Reonic sends no automatic confirmation on upload. If they need a Reonic-stored copy, download the signed PDF from the Files tab and email it to them separately.

Save a sign date that isn't today

The signing date defaults to today, and the field is editable on the upload form. Pick the date the customer actually signed: that's the contract date that matters for record-keeping. Two constraints:

• The date can't be more than one day in the future. Future-dating beyond tomorrow is blocked.
• You can set an earlier date. Enter the day the customer actually signed, even if that was before today.

Note: The signing date you enter is the date the contract attests to. It shows on the attestation page (where present) and feeds downstream date fields like invoicing schedule and warranty start. Get it right at upload time. The date is captured on save.

Resign an offer whose link expired (manual signature)

When the customer signs paper but the digital link expired before you uploaded, attach the analog signature to a fresh request:

1. From the offer, issue a new signature request on the same variant. This creates a fresh pending row.
2. On the new pending row, follow the standard upload procedure above.
3. The expired row stays in the history. The analog signature attaches to the fresh row.

The same one-request-one-signature pattern lets you record more than one paper signature on an offer: issue a separate request for each, then upload each signed PDF against its own pending row. This is also the cleanest path when a customer hands you a signed paper offer after the original signature request has expired.

Things to know

• Analog uploads carry the paper PDF as scanned. They are legally equivalent on paper to a digital signature.
• Tablet-signing is a digital signature, not an analog upload. When the customer signs digitally on your tablet at a kitchen-table meeting, that's a digital signature with full attestation. Use the standard send and sign flow. The analog upload is for paper signatures captured outside Reonic.
• To correct a wrong analog PDF, fork the offer: add a new variant, issue a new signature request, and upload the correct paper signature on the new row. The wrong document stays in the original history.

Need help?

• Step-by-step questions about this flow. Contact your Reonic account manager.
• Feature requests / 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