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Zoho books invoice template for Finance

greetings everyone i extend my warm welcome to all those who have joined me on this webinar this session has been designed to offer a quick overview of the digital signature app zoho sign followed by a complete walkthrough of its recently announced integration with the zoho finance apps before we get into this session i want to ensure once again that nobody in the audience is facing any sort of technical issues i hope that everybody can hear my voice loud and clear and have a clean view of my screen if you're facing any trouble hearing me or seeing my screen do let me know right away using the chat option i've received several messages that the audio and the video are pretty good to go so i'll get started so my name is saiyanand i'm a product marketer for zoho sign and i will be your presenter for this session i have been working with the zoho sign team for over a year now where i have continued to interact with several users while researching different ways to improve customer journeys i hope you find this presentation today informative and useful and of course it goes without saying that as the audience you are welcome to raise any questions you may have at any time during the session by dropping your questions in the chat i will look to answer your questions in the question and answer segment towards the end of the webinar and i will also be emailing a copy of the webinar deck and a recording of the session to everybody that has registered within the next few days so here's a quick look at what we have on the agenda for today's session first i will speak briefly about what digital signatures are and why we must use the technology then i will offer a quick overview of zoho sign as a digital signature application following that i will dive into the main focus of the session which is a walkthrough of zoho science integration with zoho finance apps namely zoho books zoho invoice and zoho inventory towards the end i will engage the audience in a live question and answer segment where i will be reading and responding to your questions from the chat it's an undeniable fact that we are all presently in a digital era and our reliance on digital technology is now more than ever so here's an important question i want to ask all of you is your business either in part or completely still doing paperwork the following way meaning you fetch information from various sources and draft the paperwork manually collaborate you then collaborate with your peers to get your paperwork reviewed you then run around to get the paperwork printed scanned and copied then have the paperwork signed manually in person by the signatories and then you send it out to various parties through mail or fax and then spend the next few days waiting for the turnaround for the deal or agreement to be formalized following which you raise billing and complete other financial formalities if any and then you update customer and transaction records in your books see you and store away the signed paperwork in secure cabinets and finally when it comes down to it you you have to search and retrieve the stored paperwork for audits and accounting if you notice this is a lot of manual work and there's little to no digitization involved in the process therefore if you answered yes to the question you see on the screen you're bound to run into issues and by issues i don't mean just one or two they can be a handful as you can see the paperwork can be heavily repetitive tiring and cumbersome and it might involve extensive collaboration and running around and there is always the concern that since its physical paperwork it could be forged or tampered with and if you have them stored away in a physical location there could be the possibility of it being damaged or lost in a very unlikely scenario of a disaster and more importantly how it affects your business is that you have to wait extremely long periods for the paperwork to be turned around when getting it signed and formalized and this paperwork in general can be a huge drain on your resources in terms of money space and labor meaning you could spend you could be spending a lot of money printing out this paperwork you would have a lot of space constraints storing away the stored paperwork and you could also have a lot of people running around getting signatures when it's so much easier doing it other ways and eventually how this affects your business in general is that if you're a small to medium business scaling your operations with your growth becomes extremely difficult as you would have to deploy a lot more resources and a lot more personnel to get process addressed with the way that you do uh in terms of physical paperwork so how do you combat this and how do you take the next step towards digitizing your paperwork through digital signatures so digital signatures also known as e-signatures or electric electronic signatures they are the digital alternative to physical paperwork of wet signatures made with ink and seals digital signatures can help you significantly reduce manual data collection and make quick work of collecting signatures to formalize paperwork from the comfort of your desk using your pc or laptops or on the go with your mobile devices so how do digital signatures work they work by attaching a digital fingerprint of the signer to the document they are signing it's as simple as that and this digital fingerprint just like their actual fingerprint is quite unique to the signer and cannot be forced by the others additionally tampering with a digitally signed document causes irreversible changes to the digital fingerprint and therefore immediately invalidates the document digital signatures also offer enormous security as the documents being signed are subjected to high standards of end-user encryption moreover they also use authentication mechanisms which can be used to establish the identity of the signers with ease and therefore serve as a measure of non-repudiation where an assigner cannot deny cannot deny signing a document that they have and of course digital digitally signed documents are just as legally binding as physically signed documents and can thus be used in courts as the technology itself is compliant with various electronic transactions and digital laws around the world so now let's talk about zoho sign zoho sign is a complete digital signature solution that is used by thousands of small and medium-sized businesses across the globe today and they use this to securely sign send and manage their business documents entirely online the key functions and features of zoho sign being it allows you to collect signatures in documents and even approval and in this there are several uh additional features such as being able to collect signatures from multiple signatories in one document through a designated signing order and have different signing modes enabled for the signers and also have various roles associated with the recipients such as just being a signer on the document or being an approver or being a person who simply receives a signed copy in addition to prevent the long turnaround periods there is also an option to remind recipients to sign the documents if they haven't done so to complement these basic features we also have several advanced features that reduce your paperwork processing time such as being able to collect signatures in person but using a device and to be able to send documents out to a large list in bulk and also create reusable templates of documents that you frequently send out or have a form based signing process which can be publicly accessed so that you can get things like registration forms policy documents signed and we call this feature sign forms now the most notable thing about zoho sign in relation to all of these is that the product itself is entirely built on top of our own rest apis now what this allows for us to do is that we have it has made us easy uh it has made it easy for us to integrate zoho sign with your popular apps and several uh third-party applications which people have requested in the past and it also offers as users to you the option to integrate it in a customized manner with your own in-house applications or websites we also offer web hooks which allow us which which are an addition uh or an extension of our api allowing you to build more custom integrations on top of uh the uh the api-based third-party integrations and some so here are some of the other key highlights offered by zoho sign zosin supports 12 languages and offers several custom branding options such as being able to add your company logo and customize email templates with your own text and brand colors so as to align it with your brand identity you also have the option of setting your own legal disclosure when sending documents out to up to signers you can configure the application to send emails from your organization's email address by verifying your domain ownership and you can also have the signers land on custom landing pages upon signing the documents you send them for signature on top of this uh we talking about security zoho sign offers military grade encryption and document security meaning that the entire application is built using the public key infrastructure system wherein the signing keys are stored in fips compliant hardware security modules which are located in our data centers and all of the user data which is your documents and other information is stored using the aes 256 encryption model at rest and the tls ssl encryption mechanisms while they are being transported over the web and coming to the legal aspects zoho sign is actually compliant with several digital signature laws worldwide most notably with the esign act and the ueta in the united states the p-i-p-e-d-a in canada the e-i-d-a-s regulations in europe the ita 2000 in india and the electronic transaction act in australia and several more laws across different countries in the world in fact our data centers in europe are compliant with the gdpr and we have also undertaken the necessary measures to protect the data of our customers from california and ensure compliance with the new california consumer privacy act zoho science legal compliance is backed by a set of security features that include a monthly factor app authentication role-based access the ability to access periodic reports tamper-proof audit trails and also download completion certificates and also the ability to authenticate your signus using sms otp and the latest addition to this blockchain based timestamping feature which allows you to create a public immutable entry of documents being signed however the most important point to note is that zoho sign comes at a very affordable price point our standard edition can be availed at just 10 dollars per user per month when you pay for it annually now zoho sign prides itself in helping thousands of business owners stay on top of their game and close deals quickly an important factor in that is the app's availability on the go in addition to our web app zoho sign is available natively for various mobile platforms such as android ios ipad os and mac os i know that most of you already use several other zoho apps but what you might not know is that zoho sign is actually one of the most tightly integrated apps within the zoho suite of software with well over a dozen popular integrations here's a list of the various supported integrations within the zoho ecosystem the apps we integrate with are zoho crm mail people recruit workerly books invoice inventory forms writer workdrive docs creator flow and orchestry and of course zoho sign also integrates with several apps outside the zoho suite to help you connect with your preferred apps zoho sign has integrations available for business software ecosystems like g suite and office 365 including an exclusive extension for the popular collaboration tool microsoft teams we also provide integrations for automation applications such as zapier and form stack documents and zoho sign even readily integrates with several cloud-based third-party document storage solutions like google drive onedrive box and dropbox allowing you to import and export your documents easily and manage the signed documents on these platforms here's a short list of some popular or widely implemented industrial use cases where zoho sign has replaced pen and paper completely and helped our customers automate operations in their journey notable use cases include sales hr finance and legal with documents such as sale agreements sale orders invoices estimates of ndas offer letters etc and other than this zoho sign is also found it's used in niche departments such as marketing support id and product management with customers using it to get documents like event registrations campaign approval policy documents service uh agreements etc and more such documents signed on a quick manner now if you see opportunities other than the ones listed in this particular slide to implement using zoho sign in your business feel free to use it explore further and get back to us with feedback so we can help you use zoho sign even better so here's what the zoho sign web interface looks like for those who aren't familiar with the product now if you're new to zoho sign you can sign up at zoho.com sign and explore it entirely by yourself do note that you get a 14 day free trial with access to enterprise features upon signing up so do not waste this opportunity to give it a shot for any users who might have already availed our trial in the past but have since exhausted it do let us know if you would like to avail it once again and to try out our recently released features and integrations and you can do that by simply dropping your email ids in the chat asking for an extension of your trial and we will activate it for you to reevaluate the product with that let's jump into the main focus of this webinar which is a walkthrough of zoho science integration with the zoho finance apps so what exactly does this integration allow you to do well there are three main operations that you can do with this integration and it's available across three different zoho finance applications the operations are sending digitally signed invoices to customers sending digitally signed estimates to customers and collecting digital signatures from your customers uh on estimates using the client portal all the three operations are available in both zoho books and zoho invoice in zoho inventory however presently we only have the option to send digitally assigned invoices to customers but do keep in mind that these aren't going to be the only operations as we are looking to expand the set of functions available in this integration in the future and we will have more financial documents included in this particular set of features so what are the prerequisites uh for using this or accessing this integration well you need to have a valid zoho sign license and you need to have a valid zoho books or zoho invoice or inventory license for whichever app you want to use or you need to have a valid zoho finance plus license or you could just be a zoho one subscriber meaning you have access to all of zoho apps all of these zoho apps and all of it is included in your subscription plan however in addition we we need to note a couple of other things before going ahead and using this integration the first one is that you need to have your user profile and e-signature set up inside your zoho sign account and you must also have the signature option enabled in the footer section of invoice and estimate templates inside these applications now for more information on sign pricing you can visit the link at the bottom but i will quickly show you how to go about setting this integration setting up a user profile and e-signature in zoho sign now allow me to quickly switch out of my presentation deck and go into a live demo here i do have the slides present here for you to refer to following the webinar when i signed it out but for now i i will be showing a live demo all right so you can see my screen right so i'm in the zoho sign dashboard which i had shown you earlier to go about setting up your zoho sign profile and add your zoho sign e-signature all you have to do is go to settings from the site navigation bar and click on profile now once you're inside profile you have all the various information associated with your zoho sign account or your zoho account and you can go about editing these fields of information once you've done these you can add your e-signature which is basically a digital form of your signature and you can do so by clicking on the edit icon and you can upload your signature here now you can do this in three different manners you can either type out your name and initial and pick out one of our predefined fonts or in signature styles that we have here or if you would like to draw your signature out for example as i'm doing on the screen here and add it to your zoho sign account you can do so or if you have your uh signature saved as images in your computer you can have them uploaded to the signature box in the initial box here and click ok and once you've done that your signature will be uploaded here and it will be saved for you to use in the integration with the finance applications so basically that's what i've explained here in the set of slides now let's move on to the next prerequisite which is enabling photo signature in the invoice and estimate templates now this is something you need to do inside the templates uh that you use for invoices and estimates inside zoho finance apps for you to have the digital signature automatically added to your documents when you sign them so let me once again quickly go into the one of the finance apps to show you how this can be done so here i'm in my zoho books dashboard now i'm going to go visit my templates so i'm going to click on settings i'm going to go to templates over here i have the templates set up for estimates and invoices so i'm going to go ahead and enable photo signatures in my estimates and invoices so what i'm going to do is click on edit in the template that i've set up and i'm going to click on footer then there's this option called signature which has been unchecked i'm going to click that check it up and with that i've enabled the signature and i'm going to leave these fields blank and i'm going to click on save with that done i've enabled signature in estimates and i'm going to do the same for invoices as well so i've clicked edit on invoice i'm going to click on footer and i'm going to enable the signature option and i'm going to click save now with that we've enabled signatures for both estimates and invoices inside zoho books so let's move on to uh the next function that we have this is basically how to set uh set up or enable the zoho sign integration itself within the zoho finance apps so now that you've set up your zoho sign profile and you've enabled signatures in your finance apps all you have to do to go ahead and start using the app the integration is to have the integration itself set up so to do that let me once again jump back into zoho books to show you how it can be done all right so i'm in my zoho books dashboard so once again i click on settings i'm going to go into integrations and over here i see the various integration options available inside zoho books i'm going to click on zoho apps now i'm going to look for zoho sign and i found zoho sign here and all i have to do now to connect uh to enable this integration is click on the connect button once i click on connect it takes me to this page for zero sign over here i click on connect now now one exception here is if you don't already have your zoho sign account set up if you don't have your zoho sign account set up you would be asked to create an organization here wherein you will be redirected to zoe sign where you set up your xosin account first then you will be brought back to the screen where you can connect your zoho books account with your zoho sign account now given that i've already set both the accounts up all i have to do is connect them so i'm going to click on connect now once i click on connect now it's going to ask me for permissions and it's going to ask me to configure the integration as well now by clicking integrate i offer zoho books permission to access my zoho sign account and over here i can tick enable or disable the various functionalities offered by the integration to have them enabled in this particular account so for now i'm going to leave all the functionalities enabled and i'm going to click on integrate so with that it says the integration has been enabled successfully and you can see that the zoho sign integration is now active now you can edit the various functionalities associated with this integration at any time by clicking edit and it will bring bring the same pop-up up and you can once again select or deselect and if you want to remove this integration you can click on delete but i'm not going to do that now so let's go back and see how this integration works so as you can see in the integration space now it says view details instead of connect which means the integration has been enabled so let's move on so let me show you how to quickly digitally sign an invoice so let me jump back to zoho books here again all right so in my zoho books account i can go to the invoice option and over here i have a couple of invoices that i've already set up so to digitally sign an invoice all i have to do is create an invoice or if it's already saved open an invoice so let me go ahead and create a new invoice here i'm going to select say dave smith who's my customer and i'm going to give the invoice an order number and i'm going to select an item let's say we're giving them physical storage and i'm just going to sell them say maybe five units of physical storage following which now instead of what you would usually do which is to save and send the invoice i'm going to click the up arrow and i'm going to click on save and sign so what happens now is that it creates the invoice and brings up this option for you to sign the invoice and over here you have a preview where you can see your signature which has been set up inside the zoho sign account and once you previewed your signature you can click on sign invoice to go ahead and sign the invoice as you can see it says the invoice has been signed successfully now this invoice carries your digital signature so what happens when you try to send it you're taken to your usual mailing screen and over here you have the invoice attached as an attachment and you can see that it says that this invoice is digitally signed you can even hover over the icon to see who signed it at what time as a form of additional information and you can go ahead and send it out to your particular customer all right so that's how you digitally sign an invoice now let me show you how you can digitally sign an estimate so let me quickly navigate to the estimates module inside zoho books so over here i already have an estimate which height which i've sent out and invoiced so what i'm going to do is create a new estimate so let's let's once again go ahead and choose our customer zilker industries and we're going to pick an item shape we're giving them a digital signature certificate and it's the same thing as an invoice so when you want to sign an estimate all you have to do instead of setting save and send you hit the up arrow and you click on save and sign instead so once again it's going to bring up the signature preview and if i click on sign estimate it's going to sign the document but i want to show you something else i'm going to click on cancel here i'm going to go back to my dashboard so let's say you have an estimate which was saved earlier say before the integration was set up and it hasn't been sent yet and before you send it out you want to make sure that you sign it so what happens in that case so if i go to my estimates the estimate that i haven't sent out or this even applies to invoice is going to be saved as a draft now in this case all i have to do is simply select that estimate and instead of send estimate or send invoice it's going to show me the option to sign it first and of course when you have this integration enabled you cannot send out any financial document that is invoices or estimates before you sign them so you can click on sign estimate and it's going to bring up the same preview box where you can click on sign estimate and it's going to add your digital signature to this estimate and once again afterwards you will have the option to send it out so let's say i click on email and if i go down i can see that it has been digitally signed by john martin now you can configure this integration a little further by going to your preferences and uh so let me do let me show you how that's done i'm going to go to settings and i'm going to go to integrations i'm going to go to zero sign now you can see that zoho sign is enabled for all three options right so what happens when you convert an estimate to an invoice will that digital signature hold good well not necessarily since you're creating a new document out of an old document and as i said a digital signature when added and changed will be invalid document will end up being invalidated so to prevent that from being from happening you actually have an option to automatically uh add your digital signature to your invoice so all you have to do is go to uh settings and preferences and over here when you go to estimates what happens when an estimate gets converted to invoice you can select the option to yes save sign and send which automatically adds your digital signature to invoices when an estimate is converted to an invoice upon customer acceptance all right now let me go ahead and show you the third option which is to collect a third functionality which is to collect your customers digital signature in invoices so over here let me once again use the same invoice same estimate that i created just now so this estimate has been signed but is yet to be sent to the customer so i'm going to go ahead and email it out to barbara who's the customer who will be approving this particular estimate so i'm going to click on send and with that this estimate will be sent now what i've done here is i've given client portal access to barbara meaning she will receive the estimate on her client portal and as a result she would have to approve it from her and for me to start processing this transaction and convert it to an invoice so let's assume for a second that i'm barbara and i'm going to go open up my email where i received my estimate as you can see this is barbara's email inbox and it says there's a new estimate waiting uh their approval so i open up that email and the estimate uh there's a link to view the estimate so i click on view estimate what happens is it takes barbara to view the estimate but she would have to log into her client portal to view the estimate and approve it so i'm going to click on login here and i'm going to enter barbara's email address and password to log into her client portal and as you can see on the screen it says there's one estimate waiting to be approved by barbara and i'm going to open that estimate up and i can view this estimate on my screen as a pdf but before i can go ahead and approve it i must click uh to go ahead and approve it i must click accept but unlike the traditional process where there are no digital signatures involved here it says digitally signed as a result barbara would also have to count assign it account to digitally sign it for it to be approved and converted to an invoice so let's see as we can see barbara clicks on accept and now it's asking for barbara to insert her signature so once again there are three different options for barbara to insert her signature one is she could draw the signature out or she could type out her name and have it stylized and added to the document or she could upload an image of a signature for convenience i'm going to use the second option and i'm going to click on sign and accept so with that the document has been digitally signed by barbara affirming her acceptance of the court now let's go back to the books dashboard of the person who sent out the estimate and now we can see if we go to estimates the new estimate is also going to say accept it then you can go ahead click on it and convert it to an invoice and it will automatically be converted to a assigned invoice you once again have the option to save and sign i click on save and sign and the invoice will be created and it'll once again prompt me to sign the invoice i sign it and with that it's as simple as that you digitally sign an estimate send it out to a customer collect their signature using the client portal and then you have it back in your dashboard and you convert it to an invoice and have it signed as well now with that i've covered the three main functionalities of this integration but i understand that i've shown all of this to you in zoho books so let me quickly jump into my zoho invoice dashboard and show you how it works there as well so this is my zoho invoice dashboard and over here i'm gonna start using zoho sign as an integration to try and sign my estimates and invoices so for that i will once again have to go to integrations the process is pretty much the same as zoho books i would have to go to zoho apps and then click on connect next to zoho sign and then it asks me to connect my zosine account and provides me with the integration configuration options i select the ones that i need and i click on integrate and with that my zoho invoice account is connected to my zoho sign account as well now all i have to do is go and start creating estimates and invoices so let me see uh let me okay let me go ahead and create an invoice uh all right it seems that i already have an invoice in the draft status the process of creating an invoice and an estimate is the same as books and once we do so it'll ask it'll prompt us to sign the invoice but i've missed one step here which i will be prompted to rectify as soon as i click on sign invoice so i'm going to click sign invoice and it's going to give me a pop-up saying to sign this invoice you have to enable signature block in the invoices template so remember in the books account i went to the in the templates of invoice and estimates and enable signature in the footer i have not done that in my invoice account so what this integration does is that it's smart enough to automatically understand that that option is not enabled and it immediately prompts me to do so and i do not have to go manually to my template to do so in such a case i can simply click on enable signature and it does it in the backend for me and starts signing the invoice and then i click on sign invoice and the invoice is signed it's as simple as that and with that i can now send this invoice out to my customer and have them uh process with proceed with payment and if it's an estimate i can have it sent out to my customer and have them counter sign it from their end and then convert it to an invoice for me to start processing the transaction now let me jump into my zoho inventory dashboard and show you how this is done one thing you need to understand is that zoho books and zoho inventory if you subscribe to zoho finance plus or zoho one will be connected in the back end therefore integrating your zoho books account with your zoho sign account will automatically integrate zoho inventory with your zoho sign account as well so over here i've already connected my zoho uh sign account with my zoho books account so what happens when i go to integrations in my zoho inventory is that i go to zoho apps and i see that zoho sign is already active by virtue of having my books account connected with my sign account so now all i have to do in my zoho inventory account is to go ahead and start sending my customers out invoices for their orders and the process is pretty much the same i go ahead and create an invoice so let me see i create an invoice i select the customer and then i give them an item and instead of save and send i click on all right give me a second i i need to refresh the page all right should work now so when i click the invoice when i create an invoice i add the details and instead of save and send i'm going to click the up arrow and i'm going to have save and sign as one of the options i go ahead and select it and the invoice is created and i can go ahead and sign the invoice and send it out to my customer so the integration is essentially the same across all the three different applications zoho books zoho invoice and zoho inventory and the process of setting it up and the conditions involved are also pretty much the same so i hope this information has been pretty informative for you so let me move on now i understand that there are a few key conditions such as having recurring invoices etc involved with certain customers with the type of business that you do so for this once again uh similar to how i showed you can convert an estimate which has been digitally signed to a digitally signed invoice you can go to your settings and preferences and have the recurring invoice automatically signed up option enabled so that you don't have to manually go and sign an invoice which is uh you know raised on a periodic process all right let me jump back into my presentation so i have the slides filled with the screenshots uh that will guide you to go about setting this up and uh you know start using this integration but i showed you a live demonstration instead so you can either refer to the recording for the live demonstration or refer to the slides if you want a document so with that we've come to the end of the walkthrough of the zoho sign integration for zoho finance apps and here are a few resourceful links for you to visit and learn more about this integration between the applications involved and you can also note down the links to our forums uh where you can reach out for help and post your queries uh this can also help you interact with our user community as we also respond to your needs at the same time on one common forum now i'll leave these links on for the next 15 or so minutes so you can note them down and i believe with that we've come to the end of this uh webinar session so i'll start taking questions soon so i'll just leave the screen on for the next five or so seconds so you can note these links down okay so as i said you can always reach out to our support with any elaborate questions or feedback requirements or seek assistance for any issues that you face your engagements will actually help us uh serve you better and uh if you want to uh seek immediate assistance you can always write to support at zoho sign and we'll have our engineers take a look at your query and get back to you uh feel free to note down that email address and with that i think i'll leave this session open for questions uh start you can start leaving your questions uh using the chat option and i'll take a look at them one after the other and start giving you answers all right i can see a good number of questions from the audience members so just give me a minute or so to start reading them and uh formulating my responses uh to each of the questions that has been each of the questions that have been posted here some members have experienced difficulty in uh seeing my screen or hearing me during the webinar uh as in in the middle of webinar uh in case you missed out on any crucial parts do not worry as i will be sending the recording of this webinar and the presentation deck as well to all the registered email uh registered members email addresses all right let me proceed with the questions that are being posted here so one user is asked if those sign can be accessed in crm custom modules and there are instructions only available for the standard integration uh yes uh ma'am uh sign can be integrated with crm by and added to custom modules that you create inside crm this can be done with the help of our custom functions uh by which help you add a zoho sign button inside your custom module which will function similar to our existing zohos crm integration that will help you directly import your documents from crm into zoho sign and send them out for signature for more uh information on this uh please try to support a zoho sign i will also respond to this particular query with the necessary help documentation links at the end of this session all right another audience member has asked us if images can be added to added to templates uh he's quoted an example stating that there is they have a proposal which we which they send out wherein a custom image is added to each of their proposals before they send it out as a result of which they want to be able to add an image into the digital document before sending out so uh so if i understand your question correctly uh you have different types of proposals which you send out to different customers each of which have their own customized image which is inserted into the proposal when you send out so uh how i think this can be achieved is by creating multiple templates inside zoho books or zoho uh invoice or whichever zoho finance app you use you can create varying templates each of which has the particular associated image inserted into them already and then you can go ahead and use that particular template when creating an invoice by selecting the template option as you add an invoice and then uh using zoho sign to sign the particular template at present this integration only supports addition of your digital signature and we do not have the standard options available inside the zoho sign app such as being able to add other fields of information available inside the zoho finance app at this point in time uh there's a question that is asked is uh if zoho signs included uh with zoho one or if the purchase has to be made separately uh yes ma'am zoro sign is very much a part of zoho one so by subscribing to zoho one uh you will be getting enterprise access to zoho sign as well you do not need to purchase a separate license the customers asked us uh has us asking us if we support a check republic's languages and punctuations in zoho sign uh sir scheck is not presently one of the supported languages of zoho sign however we will take this up as feedback and look to add it to our supported languages in the near future and an original question being if there is any confirmation sent to the user upon enabling sms authentication wherein an sms is sent at this point in time there is no confirmation to the user that is sent when an sms has been sent out but if you face any issues in terms of your sms delivery when you have this option enabled do write to support at zoho sign and we will more than be happy to take it up with our telecom provider to ensure that our smss are delivered without any failure there's a question that's asking us if if we do not attach a pdf estimate or invoice will the signature still be visible with the link that has been sent to see the estimate or invoice uh so the the link that you were talking about is a part of the email that you get from the zoho finance app uh all zoho apps are such that the email will lead you to uh the document through a separate link and contents of the document will not be visible in the email itself as that could possibly be abused as a result the signature itself is not a part of the email however when you access the document using the link you will be able to download a pdf version of the document and if you open that pdf document in your adobe reader it will say that it has been digitally signed at the top and you can use the adobe features to validate the signatures uh present in the document a question has been uh mentioned wherein uh the users asked us uh if a signature is inserted using the draw method that is if users draws their signature on the screen using their option when they're inserting it if it's recorded biometrically uh sir it's the signature is not recorded biometrically where in this particular scenario it's simply the signature that the user draws which is inserted into the document however how we authenticate this particular user is through the various authentication mechanisms that we have such as uh having them sign in to the zoho sign application using their credentials or having them sign into their client portal using their credentials which establishes their identity pretty clearly as a result of which we are able to capture their signature biometric signatures are something that we are yet to support in zoho sign uh maybe if a few or months or maybe a year down the line uh something similar to this uh is in the works and might be uh coming up one of the attendees has given us a feedback wherein they've said they want their customers to sign invoices as well and asked us if it's on the roadmap uh yes sir this is a requirement that we are aware of we have received feedback on this upon release as a result it is actually in the works and uh our team is working to build this into the integration we will be intimating all our users once this is available so until then uh this might not be possible with the integration itself however if you want your customers to sign invoices you can use the zoho sign app itself wherein you can upload a copy of your invoice and send it out your customer asking them to sign it and have the copy sent back to you our users asked us if we were able to create contracts in zoho sign and collect signatures and also process payment uh or collect signatures and credit card payment information all right ma'am at the moment zoho sign does not uh have an editor where you can create documents from scratch however you can upload documents which have already been created to zoho sign and send it out for signatures and zoho sign has something called the templates feature where you can create a similar a document of a reusable format and upload it to source sign and you can keep sending it out by just filling in the necessary fields of information for different recipients and you can use this to collect signatures however uh you we do not advise collecting uh information such as credit card uh payment information as it's sensitive and uh we also do not currently support uh collecting payments using zoho sign but that's where the zoho invoice integration comes in as if you raise invoices using zoho invoice or zoho books uh you can process payment as soon as the invoice has been sent to customers again we have a couple more users who expressed uh that they faced difficulties in the middle of the presentation uh do not worry as i will be sending a copy of this recording and the deck uh to your email address once this webinar is done all right one users asked us if customers are required to create a customer portal to digitally sign documents uh ma'am customers are not required to create customer portals rather when you are the vendor who's using zoho books or zoho invoice you will be adding customers customer records in your customers module inside the application and when you're creating a customer record you have the option to enable client portal for them as you're adding the record and once you enable the option they will be getting an email to their email address through which they can access the portal and set up their username and password etc a few people have asked us if it's possible to demo zoho sign separately as an app i did show a link earlier in the resources uh slide where there was an option to schedule a demo with our team regardless you can always drop your email in the chat if you would like to avail a demo of zoho sign in the future and we will try to have our support engineer reach out and set up a suitable time for you to have a complete demo of the product alternatively you can also write to support at zoho sign with your queries and we will look to address them some audience members said they had lost the audio when i was answering uh questions uh do not worry if you missed out on an answer to any particular question we will be recording this session and uploading it to youtube as well as sending it to you by email so you can always come back to that to refer to my answers uh users asked us if digital signatures are mandatory this is something that is down to your regional regulations depending on what your region dictates and what your region accepts by law you can choose to have digital signatures or you can proceed without the integration but the advantage of using this integration is that you have a form of additional security added to your financial documents which enables you to establish authentication measures and other forms of security as a result of which sensitive information always can be traced back and have accountability established as well another users asked us if they could have a separate session with one of our product engineers or experts as they have a lot of questions to ask absolutely sir please write to uh support at zoho sign i will also be making note of this query so our support engineer can reach out to you and schedule a call with you and help you out with your needs another question we have is if a customer must have portal access to digitally sign an estimate uh yes absolutely uh estimates have to be signed using this particular integration can only be sent to customers in their portals as a result of which uh for the customer to sign it they need to have portal access if the customer's portal access is disabled all they will be getting is an email of an estimate which is digitally signed by you which they will not be revert uh which will they will not be able to revert to you with a counter signed uh estimate uh customers ask us if it's possible to have zoo signed documents sent directly through emails or if it has to be sent as a pdf uh sir if by by that you mean if sending a document out as an attachment for signature or simply have them uh a link sent which they can click on and access your document and sign it yes absolutely that is possible using zoho sign in zoho sign as i said there's a feature called sign forms which allows you to set up a document on your end which can be accessed through a public url and this url can be shared through email or through any forms of any channels of communication which can be accessed by the person to whom it's sent and they click on the link they open up the document they fill up a form and they start signing the document there's a question that's asked us if zoho sign is pci compliant uh ma'am at present zoho sign itself is not pci compliant but uh it's something that we are working on and we will intimate our customers once it happens to be ppci compliant meanwhile you can leverage this integration to use the zoho finance apps which i believe are pci compliant as a person who's asked us if it's possible to integrate uh zoho sign invoice and projects uh sir uh present this integration only covers zoho finance apps and zoho sign an integration with projects is in the works and we will intimate you once uh it is enabled and until then i believe you can use say zoho flow to connect so sign with zoho invoice and zoho projects uh if you need more material to uh know how to do that you can uh write to support a zoo sign and we'll respond with the necessary help documentation all right i have a question where us users ask us if an invoice can be signed with the help of a host as some customers might not be savvy enough to uh use a technology such as zoho sign or use an online portal to sign the document uh sir at present uh i i understand that you're speaking about the in-person sign-up feature that is available inside the zoho sign app itself uh presently this integration does not support the in-person sign up feature as a result uh it would require the customer to directly sign the documents but i will take this as feedback and forward it to the finance team so that the teams will look on supporting this future feature in the future and once work starts underway with this feature and uh we finish developing it we will let uh the users know as it's available there's a question if there's uh if a customer has accepted an estimate the only way to check if it's been accepted is to go back to books to see the estimate or if there's an option to set up an email uh yes sir there are yes ma'am there are options uh where you can enable notifications for changes made to your estimates or invoices inside the zoho finance app itself not necessarily books invoice or inventory and what this does is it provides you with real-time notifications as your invoices have been uh paid for or if your estimates have been you know accepted and converted to an invoice there are notifications available inside the uh the finance app itself which will let you know if uh a a particular uh estimate has been signed by the customer uh you don't have to manually check uh the dashboard for you to see if it has been signed there's a very uh unique requirement that i've uh that i've received a customer said they they have different company names and logos that we they would like to put into different documents uh at different points when they send it out for signatures i understand uh that uh this involves some level of custom branding but segregated across the different companies uh that your organization represents uh this is something that is not presently supported in zoho sign or zoho crm but we're working on uh enhancing our branding options in the future which will allow you to add uh multiple iterations of branding uh which have been customized for your templates and as a result work with multiple logos and multiple uh you know colors etc a person said zoho crm does not support in-person signature uh sir i believe the extension with zoho crm actually does support in-person signature but in case you're facing any trouble in accessing this particular feature do write to support at zoho sign and we will have our engineers take a look into your query another users asked us if there's any link to the help documentation of this integration and help documentation of the applications involved so yes you can visit uh the help documentation of these uh of the apps involved uh they're present in the support uh the present in the resources slide i let me just quickly shift back to the resources slide so you can take a look at the links as i uh read out the questions so yeah please note down the links that you see on your screen to reach out for help another question asks us if there's a possibility of adding an additional document when sending an invoice out for signatures such as a contract uh so the presently the integration does not support adding additional documents i understand that you uh will send out an invoice from your zoho finance app and then go into zoho sign manually to send out the additional document but we will take this as a feedback request and look to implement it in our product roadmap another question is if there are possibilities of having multiple signatures inserted into the invoice by higher authority is at your workplace mom this is again something that is not supported in this particular integration however if you would like to uh have multiple signatures in one document you can use the zoho sign web app where you can create a workflow involving multiple signus of a in a particular order so that the document goes up through the workflow uh to the different signers in a particular order as they sign it when they receive it a follow-up question on uh the collection of personal uh information such as credit card payment is uh has been asked uh whether uh the document will be taken down if such information is collected uh mom uh we do not take down documents and we do not uh actually uh go through the documents of our users uh what information is being collected is entirely confidential and zoho uh does not uh simply encrypts it and has it in our storage uh what i said when we do not encourage collection of personal information is that such information can be subjected to uh abuse or misuse and typically by law or by regulation it is not advised to collect such information and uh zoho itself does not collect credit card information on uh such custom or any other sensitive customer information in our processes uh when we have our customers sign up for our applications and the usage another question uh if there are if the number of signatures allowed under the zoho one package is unlimited uh sir with regard to the finance integrations yes you have unlimited inter signature uh signatures available under the zoho one package however if you're using the advanced automation features of other integrations or if you're using the zoho sign features such as bulks and box in-person and sign forms there are certain limitations uh applicable under affair usage policy but beyond that if you want to just simply send out documents using the zoho sign user interface you are free to do so uh into as many recipients as possible uh a user's requested uh if the whole sign could be integrated with zoho checkout so that the client will sign the documents and approve uh the payment process right away uh this is something that we are actively working on zoho sign which will be expanding its set of integrations within zoho finance itself and will soon offer an integration with zoho checkout but at present this is not available so we will intimate uh all our users once this has been made available now i understand that uh there have been a couple of elaborate and very complex questions that have been uh shot entered in the chat uh i'm not sure if i'll be able to answer such questions immediately but the ones who have raised these questions you can rest assured that if i have not been able to address these questions individually i'll definitely have a zoho sign engineer reach out to you with a suitable response or the necessary assistance just going to quickly see if there are any further questions that have not answered and then wrap the session up all right one last question users asked us if there is any other way of getting a customer to sign a quote outside the client portal uh so if you're planning to use the integration with finance apps yes unfortunately there are no other ways of sending uh an estimate out to a client and getting this signature but if you do not intend to use the integration but you intend to get the customer to sign the uh estimate anyway what i would suggest is you can upload a copy of the estimate to zoho sign and send it out to them for collecting their signature all right i see that i've answered pretty much every question with that with that i will wrap this session up thank you everyone uh on behalf of the zoo sign team for attending this session and engaging me with those questions at the end i truly appreciate your feedback and interactions uh and on that note i'll take my leave and sign off from the session have a great day goodbye