Scope and Artwork
Describe exact artwork files, color codes, permitted variations, and who provides final print-ready files; specify file formats and resolution requirements to prevent rework and delays.
A complete FastSigns document reduces misunderstandings by documenting specifications, responsibilities, and approvals in a single record; it supports permitting, vendor coordination, and dispute avoidance while creating an auditable trail for financial and regulatory purposes.
Typical users include operations managers, facilities staff, marketing leads, and contracted signage vendors who need a concise, signed instruction set to produce and install signage.
The completed document assigns responsibility, documents approvals for permits or inspections, and forms the basis for production, delivery, and payment reconciliation.
As COO of Optica Ventures LLC, Brian oversees vendor contracts and uses standardized sign orders to ensure specifications and approvals are recorded before production begins. That record supports procurement, avoids change-order disputes, and helps reconcile invoices against agreed terms.
Tim Martin, founder of Martin Properties, uses signed sign orders to authorize property-specific branding and installation windows across multiple sites, ensuring consistent documentation for facility managers and vendors during rollouts.
Describe exact artwork files, color codes, permitted variations, and who provides final print-ready files; specify file formats and resolution requirements to prevent rework and delays.
List substrates, finishes, mounting hardware, and environmental ratings (UV, water resistance) so procurement and installers use materials that meet site conditions and warranty requirements.
Provide precise height, width, depth, and weight limits, plus mounting points and clearances to confirm fit and to determine whether structural review or permits are needed.
State installation date windows, site access instructions, required permits or inspections, scaffolding or traffic control responsibilities, and any third-party coordination required on site.
Itemize production, installation, permit fees, and change-order pricing; include payment milestones and invoicing address to reduce disputes and accelerate reconciliation.
Include approval checkboxes, signature blocks for authorized signers, warranty length, accepted tolerances, and indemnity or insurance requirements to clarify risk allocation.
| Field | Configuration |
|---|---|
| Signer Authentication | Email link, SMS code, or stronger MFA |
| Bulk Send | Business Premium plan supports mass distribution |
| Integration | Connect to Salesforce, NetSuite, or Google Workspace |
| API Access | Enterprise or Site License for programmatic use |
Choose distribution channels and integrations that match your procurement and recordkeeping workflows.
Select integrations to automate invoice creation, update CRM records, and centralize signed documents for compliance and audits.
Supply W-9 upon payer request to avoid backup withholding
Provide W-2 to employees by January 31
Issue 1099-NEC to independent contractors by January 31
Individual returns due April 15 unless extended
Reports due April 15 with automatic extension to October 15
Collect specs, site photos, and permit requirements for planning
Confirm materials and release artwork to print vendor
Schedule installers, traffic control, and inspections as required
Obtain written sign-off and archive signed record and receipts
Export the final signed order as PDF/A to preserve content and metadata for archival and permit submission requirements.
Attach print-ready artwork in vector formats (PDF, SVG) and include color profiles to prevent unintended color shifts in production.
Include scanned permit approvals, inspection reports, and municipal correspondence as part of the project record for audits.
Store before-and-after installation photos with timestamps to document completion and support warranty or dispute resolution.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (Business Premium) | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA available) | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |