SignNow for QuickBooks: How to add signature in QuickBooks Online

Tired of the hassle in managing financial documents? Navigating financial document workflows often requires a lot of manual work, like downloading files and uploading them to different eSignature tools. This can eat up your time and lead to mistakes, particularly when you’re dealing with several documents at once.

That’s where the integration between SignNow and QuickBooks Online comes in—it’s built to tackle these issues head-on. It simplifies your financial tasks by embedding e-signature features right into your accounting setup. Whether you’re on a finance team, running a small business, or handling accounts receivable and payable, you can send, track, and gather legally binding e-signatures for quotes and invoices—all without stepping away from QuickBooks Online.

This smart pairing cuts out the need to juggle multiple apps, helping you save precious time and boost overall efficiency. Let’s look into how this integration can benefit your daily operations.

What is SignNow for QuickBooks Online?

The SignNow integration with QuickBooks Online is designed to eliminate the time-consuming process of downloading, emailing, and re-uploading invoices or estimates just to get a signature. Instead, a Chrome extension enables you to access SignNow directly from within QuickBooks. Once installed and authorized, the extension detects documents attached to records and allows you to send them for eSignature instantly. The signed copy then appears back in QuickBooks automatically, attached to the original record where it belongs.

This approach not only reduces the number of steps but also ensures that your accounting data and financial documents stay connected. Instead of having scattered versions of files across email threads and folders, you maintain a single source of truth inside your QuickBooks account.

Who benefits from the SignNow for QuickBooks integration?

The integration is valuable for anyone managing approvals and financial workflows in QuickBooks Online: 

• Finance teams and accounts receivable staff can send invoices and track payment authorizations directly in one place. 
• Small business owners who need customers to sign estimates or proposals before work begins can get approvals faster, while service companies and manufacturers can tie signatures directly to project or inventory workflows already managed in QuickBooks.
• External accountants and bookkeepers also benefit by reducing back-and-forth communication with clients. Instead of emailing PDFs, waiting for them to be returned, and then re-uploading them into QuickBooks, everything happens seamlessly inside the platform. This streamlined workflow saves time, prevents errors, and ensures that every signed document is easy to access when it’s needed for reporting, audits, or customer communication.

How do you connect SignNow with QuickBooks Online?

Getting started only takes a few minutes. The first step is to install the SignNow for QuickBooks Online extension from the Chrome Web Store. Once added, you’ll need to sign in to QuickBooks Online as an administrator, install the SignNow app from the app store, and authorize the integration. From there, you can open any QuickBooks record with an attachment—such as an invoice PDF—and launch the extension directly from the Chrome toolbar.

When you open the extension, SignNow will automatically detect the attached documents. You can then select a file, add fillable fields like signatures or dates, and assign recipients. After sending, you can track the status in real time, and once completed, the signed copy will automatically sync back to the same QuickBooks record. The process keeps everything in one tab, eliminating the need to export or email documents outside the system.

Key features and business benefits

The SignNow–QuickBooks Online integration is built to help businesses move faster, reduce manual work, and maintain accuracy across financial workflows.

Key features 

• Sending documents directly from QuickBooks invoice and estimate records
• A built-in editor for adding signature, date, and text fields
• Automatic syncing of signed documents back to the original QuickBooks record
• Real-time tracking of signature status and reminders
• A complete, tamper-evident audit trail for every transaction

Business benefits

• Save time by eliminating downloads, emails, and re-uploads
• Accelerate approvals and payments with faster signature turnaround
• Reduce errors by keeping documents tied to the right QuickBooks record
• Improve compliance with consistent audit trails and document tracking
• Boost efficiency by consolidating financial workflows in one platform

How to send documents for signing from QuickBooks Online

1. Add the SignNow extension to your Chrome browser to enable eSignatures directly in QuickBooks Online.
2. While in QuickBooks Online, open a record (e.g., an Invoice) and switch to edit mode. Attached files will appear and are ready to send for signature.
3. Click the SignNow icon in your Chrome toolbar to launch the extension. The first time, sign in with your SignNow credentials and grant permissions.
4. The extension detects your attached files automatically. Choose the ones you want to send and arrange their order if multiple documents are included.
5. Prepare your document before sending it for signature. Rename the file, if needed, and enter the recipient’s email address. Use the SignNow editor to add signature fields, text fields, dates, or your own signature.
6. Pick an authentication method to secure the document and customize the message for your recipient.
7. Now, you’re all set to send your document for signature. Save your changes and send the invite. The signer will receive it by email and can eSign from any device. 
8. Monitor the document’s progress directly in QuickBooks Online using the extension. You can resend, correct, or download signed copies anytime.
9. All completed documents are automatically saved to the corresponding QuickBooks record. You can also open or download them from the SignNow extension or web app.

Practical scenarios where SignNow for QuickBooks delivers real value

Here are some of the most common ways companies are using the SignNow integration for QuickBooks:

1. Customer estimates and proposals
   Instead of sending estimates as static PDFs and waiting for manual confirmation, you can send them directly through QuickBooks with eSignature fields. Once the customer signs, the estimate can be instantly converted into an invoice, streamlining the sales-to-payment process.
2. Invoices with terms and conditions
   Many invoices include important details—like payment terms, project scope, or refund policies—that require explicit acceptance. With SignNow, you can add dedicated fields for acknowledgment, ensuring customers agree to your terms before settling the bill.
3. Vendor onboarding forms
   Bringing on new vendors often involves tax forms, NDAs, or compliance paperwork. Instead of managing this outside your accounting system, you can collect and store these signed documents directly in QuickBooks, keeping all vendor information in one place.
4. Service change orders
   When projects evolve, scope and pricing often change too. By sending change orders for signature inside QuickBooks, you capture clear approvals tied to the project’s financial record, avoiding disputes and maintaining a complete audit trail.
5. Payment authorizations
   If your business requires pre-approval for charges, you can send payment authorization forms for signature right from QuickBooks. These signed authorizations are stored with the corresponding invoice, making it simple to verify consent later.

By keeping everything inside QuickBooks Online, businesses gain full visibility across financial data, customer records, and signed documents without juggling multiple apps.

Streamline your QuickBooks workflows with SignNow

The SignNow integration for QuickBooks Online offers a simple, efficient way to manage eSignatures where your team already works. By eliminating manual steps and automating the return of signed copies to the right records, you save time, reduce errors, and speed up financial processes. Whether you’re running a small business, managing accounts receivable, or supporting clients as an external accountant, the benefits are clear: faster approvals, cleaner records, and more reliable workflows.