Collect Job Signatures
Collect digital sign-off at the end of every visit. Signatures live with the job record, flow onto invoices, and protect you from disputes while reinforcing a professional experience.
Why signatures matter
Proof of completion
Customers confirm the work is done and acceptable.
Quality approval
Signatures show satisfaction and reduce callbacks.
Dispute protection
Time-stamped evidence settles disagreements quickly.
Professional image
Run every visit like a modern, paperless business.
Faster payment
Clients can’t claim the work never happened.
Legally binding
Digital signatures hold up for warranties and compliance.
Capture flow
- Open the job you’re completing.
- Tap “Complete job” and add a short work summary (required).
- Select “Get signature”.
- Hand the device to the customer—they sign with finger or stylus.
- Customer taps Accept and the signature saves.
Screen hygiene: Give the device a quick wipe before handing it over for a smooth signing experience.
What customers see
- Job summary with service performed, date, and technician.
- Agreement text (customisable) confirming satisfaction.
- Large white signature box with Clear and Accept buttons.
- Optional name field to type their full name before submitting.
Customise the signature experience
Make signatures mandatory
- Go to Settings → Operations.
- Scroll to the Job completion section.
- Toggle Require signature on completion.
- Save—jobs can no longer complete without a signature (including via mobile and API tools).
Custom agreement text
Settings → Operations → Signature agreement text lets you tailor the statement customers see before signing.
- “Work completed as described. Payment due on receipt.”
- “I authorise the above work and am satisfied with completion.”
- “Job complete. 30-day workmanship warranty starts today.”
Best practices on-site
- Explain you need a sign-off for your records before handing over the device.
- Walk through the work and show before/after photos prior to signing.
- Clean the screen so signing feels effortless and professional.
- Rotate to landscape mode when customers struggle for space.
- Keep a stylus handy for customers with large signatures or dexterity issues.
- Ask them to type their name as well for clarity.
Where to find saved signatures
- Open any completed job.
- Scroll to Completion details.
- View the saved signature image, customer name, technician, and timestamp.
- Tap the signature to open a full-size version for PDFs or evidence.
- Job sheets: signature appears at the bottom of PDF exports.
- Invoices: if a job has a completion signature, it carries onto the invoice footer.
- Invoices (send & reminders): Settings → Invoicing → Require signature before sending job invoices blocks sending, reminders, and WhatsApp for invoices linked to unsigned jobs.
- Completion reports: signatures form part of your audit trail.
- Customer portal: clients can review their signature anytime.
Legal note: Toolfy signatures are compliant across the UK, EU, US, and most regions— they carry the same weight as a handwritten signature.
If a customer refuses to sign
- Ask what’s preventing them from signing and address concerns.
- Explain it simply confirms the work they just reviewed.
- Offer alternatives: photos of the result, email confirmation, or a signed note.
- Document the refusal in internal notes with a short explanation.
- If permitted, complete the job without a signature—otherwise leave it pending.
Technical details
- Stored as a PNG image (base64) linked to the job record.
- Typical size is 5–10 KB; optimised for quick syncing.
- Resolution adapts to the device used for signing.
- Backed up in the cloud and retained indefinitely for compliance.
Troubleshooting
Signature not saving
- Check the device has an internet connection (or wait for auto-sync).
- Ensure the customer tapped Accept after signing.
- Try turning the device to landscape for easier capture.
- If using a browser, clear cache or refresh before retrying.
Signature looks jagged
- Digital signatures can appear rough but remain valid.
- Ask the customer to sign slowly for smoother results.
- Offer a stylus for better control.
- Increase screen brightness for clearer contrast.
Can’t find the signature option
- The button appears only during job completion.
- Check Settings → Operations to ensure signatures are enabled.
- Verify your role has permission to complete jobs.
- Update to the latest version of the mobile app.
Customer wants the signature removed
- Signatures form part of the permanent audit trail and can’t be deleted.
- You can add an internal note describing the concern.
- If essential, mark the job incomplete and redo the process.
- Contact support for exceptional compliance requests.
Pro tip: Pair signatures with before/after photos. Together they deliver airtight documentation customers appreciate.