Working with e-signatures
Every retail proposal carries required signers whose signatures make it a contract. XBuild tracks each separately — signed, pending, first viewed — and records the typed name, timestamp, and IP address with every signature. Signing needs no account: each signer’s personal link identifies exactly one person, so nobody can sign twice or for someone else.1. Who the required signers are
The homeowner is always required — their signature accepts the proposal. Additional homeowners (spouse, co-owner) are added by you (step 3), each with their own link. A counter-signature from your company is added automatically when your Business Profile authorization mode requires one, signed by the Authorized signers set there.
Each homeowner’s page lists the others under Also signing (names, statuses, collected signatures); counter-signers see the other counter-signers. Email addresses there show only to someone on their own signer link.
2. Authorization modes
Set company-wide in Settings → Business Profile → Authorization (setup):
Under Final authorization, each authorized signer is emailed “Approval Needed” when their turn comes — after every homeowner signs and, on a deposit proposal, after payment. They open their link and click Authorize Proposal; XBuild then emails everyone the countersigned proposal. The mode is fixed when the signer list is created; proposals already out keep their original rules.
3. Add more than one homeowner signer
Every listed signer is required; copy-only recipients go on the CC line. Before publishing — wizard step Confirm property details, under Who needs to sign:- The first row is the property owner, whose name is stamped on the documents.
- Click Add signer, enter the Full name. Email address is optional (only for emailing a signing link; leave blank if handing over the screen).
- Continue saves the signers before publishing carries on.
- No address, no emails (the email step names who that applies to). Two signers can’t share an address; two without addresses can’t share a name.
- The last homeowner signer can’t be removed (no remove control on the first row).
- Signed rows are locked: no rename, new address, or removal.
- Adding a signer after someone signed reopens completion until they sign; the panel warns first.
- Removing the only unsigned signer completes the proposal if everyone left has signed — Signed at once, signed emails sent. This unsticks a deal when a co-owner is unreachable.
- Editable while Draft or Published; fixed once Signed or Funded.
4. Sign in person
Hand your device to the customer on a published retail proposal (insurance proposals have no signature block; drafts can’t be signed): use the menu beside View proposal in the proposal header, or Sign in person in the post-publish panel. The proposal opens in the same tab, addressed to the next homeowner owed a signature. The customer picks their estimate option and add-ons, reads, and signs their own block. With several homeowner signers, a Signatures list marks the active one Signing now; “Tap a name to sign as them” passes the device in any order. Unlike an emailed link, this isn’t a homeowner view (no move to Viewed, no “just viewed” email) and no deposit checkout opens on your device — card details never touch your browser. After signing, the screen says what’s next: with a deposit due and a signer email, the payment request goes there; with none, add an address for a payment link or take payment another way (Deposits and getting paid). Not offered once every homeowner has signed, once Funded, or with unsaved estimator edits.5. Partially signed, Signed, and Funded
Under Final authorization: with a deposit, Signed → deposit paid → Funded → countersign → complete; without, Signed → countersign → complete (status stays Signed).
6. The emails along the way
Each homeowner signer is emailed separately with their own link. A non-signer To address gets a view-only copy; CC addresses get the initial proposal email only.
Viewed tracking: What your customer sees.
7. Troubleshooting common issues
- The homeowner signed but the proposal isn’t Signed. Another homeowner is pending (Partially signed). If unreachable, remove them under Manage signers.
- Signed, but not complete. Final authorization — an authorized signer must countersign; their email follows deposit payment, or the last homeowner signature with no deposit.
- No Authorize button for me. Only Authorized signers in Settings → Business Profile → Authorization can countersign, each from their own link; ask an admin to add you.
- Sign in person isn’t offered. Needs a published retail proposal, an outstanding homeowner signature, and no unsaved estimator edits. If your device’s link names a signer no longer on the proposal, reopen Sign in person.