---
title: "Set up and send Signable Documents"
slug: "set-up-and-send-signable-documents"
tags: ["Role - Admin", "Area - Estimates and Sales", "Trade - Roofing and Exteriors", "Focus - Construction", "Focus - Service Replacement", "Type - Residential", "Type - Commercial"]
updated: 2026-10-15T03:41:38Z
published: 2026-10-15T03:41:38Z
canonical: "help.servicetitan.com/set-up-and-send-signable-documents"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up and send Signable Documents

# 

## **Overview**

Signable Documents lets you send documents that need a signature but do not contain an Estimate. Office employees upload a PDF as a reusable document template, or create a new one from scratch, then send it from a Job or project. Signatures are collected electronically via Docusign and the completed document is filed back on the job or project.

Use it for the paperwork that sits outside your contracts: certificates of completion, warranty forms, lien waivers, change order forms, and permit applications. Everything stays in ServiceTitan, so you stop tracking signatures across paper and separate signing tools.

---

### 

#### Who uses this feature

- Office employees, project managers, production managers, and sales reps
- Applies to all business types
- Primarily benefits Roofing/Exterior trades

#### Feature configuration

- This feature is currently in Private Preview and available for specific accounts. It is subject to change. If you want to enable this feature for your account, [join the waitlist here](https://forms.gle/PczvXoxgNqKmhSXG7).
- The *Create, Send & Manage Signable Documents* permission is required to use this feature. Please contact the account administrator on your team.

### 

## **Things to know**

- Signable Documents and Contracts are separate. Use a Contract when the document is built from an estimate and includes pricing. Use a Signable Document for anything else that needs a signature.
- You can send a Signable Document from a job or from a project. You do not need to dispatch a technician to the job first.
- You can only send templates that were built with the *Signable Document* template type. Other template types, such as *Invoice* or *Estimate*, and ServiceTitan Forms can’t be sent for signature this way. A template’s type can’t be changed after it’s published, so build a new Signable Document template for each document you want to send.
- Each document supports three external signer roles, *Signer 1 (external)* and *Signer 2 (external)*, plus one internal *Countersigner*. Countersigner (if required) must sign last after all external signers.
- Recipients can sign in person on your device, by email, or a mix of both on the same document.
- A recipient does not need a Customer Portal login to sign. The emailed signing link opens the document on its own.
- Signable Document links do not expire.

## **Best practices**

- Decide which documents genuinely need a signature before you build templates. A report that only needs a technician's name is better handled as a Form.
- Build one template per document rather than one combined template. You can assemble several into a single send, and separate templates are easier to reuse.
- Assign templates to the business units that use them so employees only see the documents relevant to their work. A template with no Business Unit assigned is visible to every business unit.
- If a document has fields the homeowner must complete, put the person who fills them in first in the signing order. The document must be complete before anyone can sign.
- Keep state-specific versions as separate templates and name them clearly, so the right version is easy to find at send time.
- Set your default signature request email before you send anything, so recipients get consistent messaging from the start.

## **Use cases**

- An office manager sends a certificate of completion to a homeowner from the job, and the signed copy shows on the job or project record so nobody needs to scan it.
- A project manager sends a permit application to a homeowner for signature while the crew is still on site.
- An office employee sends a warranty form and a lead paint disclosure together as one package, so the homeowner signs both in a single sitting.
- A production manager sends a change order form to two homeowners at the same address, then countersigns it once both have signed.
- A sales rep sends an insurance contingency form to a homeowner prior to doing the inspection.

## **Step 1: Turn on Signable Documents for the Customer Portal**

Complete this step if you want recipients to sign by email.

1. Go to the top toolbar and click **Settings**.
2. In the side panel, go to **Communications > Customer Portal**.
3. On the *Customer Portal* screen that opens, select the **Feature Control** tab.
4. Select the **Enable Signed Documents** checkbox.
5. When finished, click **Save**.

> [!NOTE]
> **Note:** Recipients don't need a Customer Portal username and password to sign. The link they receive by email opens the document on its own.

## **Step 2: Give employees permission to use Signable Documents**

Grant the permission to the Office employees and Technicians who will create and send documents.

### **Grant the permission to a role**

1. Go to the top toolbar and click **Settings**.
2. In the side panel, go to **People > Role Permissions**.
3. On the screen that opens, click **Edit** next to the roll you want to update.
4. Go to the *Selling & Performing Work* section, and select the **Create, Send & Manage Signable Documents** permission.
5. When finished, click **Save Changes**.

### **Grant the permission to an individual employee**

1. Go to the top toolbar and click **Settings**.
2. In the side panel, go to **People > Employees**.
3. On the *Employees* screen that opens, click **Edit** next to the employee you want to update.
4. On the screen that opens, click the **Permissions** tab.
5. Go to the *Selling & Performing Work* section, and select the **Create, Send & Manage Signable Documents** permission.
6. When finished, click **Save**. **Note:** Employee and Technician permissions are granted separately. Granting one does not grant the other.

## **Step 3: Set the default email for signature requests**

1. Go to the top toolbar and click **Settings**.
2. In the side panel, go to **Invoicing > Email**.
3. On the screen that opens, go to the *Signed Documents* section.
4. Enter the sender address, BCC address, subject, and body you want to use for signature requests.
5. When finished, click **Save**.

## **Step 4: Create a Signable Document template**

You can build a Signable Document template by uploading an existing PDF, or from scratch in Template Manager. Upload a PDF if the document needs fillable fields, because those are only available on templates built from an uploaded PDF.

1. Go to the top toolbar and click **Settings**.
2. In the side panel, click **Operations > Document Templates**.
3. Click **Create Template** > **New Template** or **Import** **Template**
4. For the **Template name**, enter a unique, brief, and descriptive name.
5. For the **Template type**, select **Signable Document**.
6. Upload your PDF, or continue without one to build the template from scratch.
7. Add merge fields to pull in job, project, and customer information automatically.
8. If you uploaded a PDF, add fillable fields where someone needs to enter information. You can use text, number, date, checkbox, and radio button fields, and mark each one required or optional.
9. Add an **E-Sign** component everywhere a signature or initials are needed, and assign each one to a signer role.
10. Assign the template to the business units that should be able to use it.
11. When finished, click **Save and Publish**.

> [!NOTE]
> **Note:** Signable Document templates need at least one E-Sign component. If your document does not need a signature, use a Form instead.

## **Step 5: Create and send a Signable Document**

The *Create Signable Document* window walks you through three stages: selecting your templates, filling in the document, and adding recipients. You can click **Save as Draft** at any stage and come back to it.

### **Stage 1: Select your document templates**

1. Open the job or project you want to send the document from.
2. Go to the *Signable Documents* section, and click **Create Document**. ![User interface displaying signable documents with a button to create new documents.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-vcozr34e.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
3. For the **Document Name**, enter a name that identifies this package. This field is required. ![Document creation interface showing template selection for roof replacement documents.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-6fgcjo5v.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
4. (Optional) For the **Summary**, enter a short description of what the package contains.
5. In the *Select Document Template(s)* section, select the checkbox next to each template you want to include. Use **Search** to narrow a long list.

> [!TIP]
> **Tip:** To preview a template before you add it, click **Preview**.

> [!NOTE]
> **Note:** Templates that include a signature field show an **e sign** label. Templates without one can still be included in the package, but nobody will be asked to sign them. At least one template with an esign field is required to send the document.
6. To change the order templates appear in, drag them into the order you want.
7. Click **Next**.

### **Stage 2: Review and fill the document**

1. Review the document as your recipients will see it. ![Customer feedback form with ranking and signature sections for roofing services.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-6x6akbgv.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
2. Complete the fields that need to be filled in by you, the employee Fields are highlighted by signer, so you can tell which ones are yours and which belong to each recipient.

> [!NOTE]
> **Note:** You can't fill in the fields assigned to your recipients. Those stay blank until each recipient completes them when they sign.
3. Click **Next**.

### **Stage 3: Add recipients and send**

1. Under *From*, enter the **Name** and **Sender Email** the signature request comes from. ![Document creation interface showing fields for sender's name and email address.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-ckwxouc2.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
2. Under *To*, enter the **Full Name** and **Signer Email** for the person who needs to sign.
3. For **Sign Method**, select **Sign In Person** or **Sign Via Email**. ![Form fields for external signer with name and email input options displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-o3j4n1o6.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
4. To send the document to more than one signer, click **Add Signer** and repeat steps 2 and 3.
5. Under *Countersigner*, enter the **Full Name** and **Countersigner Email**, then select a **Sign Method**. ![Form for countersigning with fields for full name and email address.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-g2mddm4w.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
6. For **Bcc**, add anyone who should receive a copy of the request email.
7. For the **Subject**, enter the subject line for the request email.
8. For the **Summary**, enter the message your recipients see in the email. Use the formatting toolbar to style it. ![Email summary regarding insurance completion and final payment documents for job confirmation.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-ezee9tr1.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
9. To include photos or files with the email, click **Attach files**.

> [!NOTE]
> **Note:** Attachments are sent with the email. They are not added to the document itself. You can attach JPEG, JPG, and PNG files up to 10 MB.

![Attachments for roof inspection, installation photos, and related documents for review.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-bbzcvidj.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
10. When finished, click **Next**.

## **Step 6: Track signature status**

1. Open the job or project.

> [!NOTE]
> **Note:** When a document is ready for your countersignature, a banner appears on the job or project. Click the **Review & Sign Documents** to sign.

![Action required notification for documents needing signature and review by the user.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-8q2c0cqp.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
2. Go to the *Signable Documents* section. ![List of signable documents with statuses and recipients needing signatures.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-send-signable-documents-image-fvl5wzsh.png?sv=2026-02-06&spr=https&st=2026-11-12T08%3A18%3A42Z&se=2026-11-12T09%3A18%3A42Z&sr=c&sp=r&sig=a%2ByqQwlOzIv4CCtsTm0VFo3cwbiKH60gCcb2rdRHQFc%3D)
3. Check the status of each document:
  - **Draft:** Created but not yet sent.
  - **Sent:** Waiting on a recipient. The substatus shows whether it is awaiting a customer signature or ready for countersignature.
  - **Accepted:** All required signatures are complete.
  - **Dismissed:** Cancelled, or declined by a recipient.
4. To see the full history of a document, open it and review the Audit Trail.

> [!NOTE]
> **Note:** When every required signature is collected, the completed document is emailed to all signers, made available in the Customer Portal, and saved to the job or project.

If a document needs your countersignature, you're notified in two places once your recipients have signed. A banner appears on the job or project, and you receive an email. Click the banner or the link in the email to sign.

## **Want to learn more?**

- See [Create a new document template with Template Manager](/v1/docs/create-a-new-document-template-with-template-manager)
- See [Add E-Sign to your document templates](/v1/docs/add-e-sign-to-your-document-templates)
- See [Manage document template components in Template Manager](/v1/docs/manage-document-template-components-in-template-manager)

A formal price quote presented to a customer before work begins, created from Pricebook items in ServiceTitan.

**What it does:** Gives customers a transparent breakdown of costs and enables the business to track conversion from estimate to sold job.

**Also called:** Quote, Proposal

**Tags:** Core

[See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)

The core work record in ServiceTitan representing a service request, containing appointments, invoices, estimates, and notes.

**What it does:** Acts as the operational and financial center of gravity for all work performed — everything is tied to a Job.

**Also called:** Work order, Service ticket

**Tags:** Core

[Learn more →](https://help.servicetitan.com/docs/servicetitan-glossary) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)

A self-service web portal where customers can view job history, request service, make payments, and communicate with the business.

**What it does:** Reduces inbound call volume and improves customer satisfaction by giving homeowners 24/7 access to their service records.

**Also called:** Customer self-service, Online portal

**Tags:** Core

[See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)

An internal division within ServiceTitan used to segment work, reporting, and accounting — for example, “Resi HVAC” vs. “Commercial Plumbing.”

**What it does:** Lets multi-trade or multi-division businesses track performance, capacity, and financials separately per division.

**Where to find it:** Settings › Business Units.

**Also called:** Trade division, Service line, BU

**Tags:** Core

[Learn more →](https://help.servicetitan.com/docs/add-and-edit-a-trade-or-division) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)

A downloadable log of who changed what record and when.

**What it does:** Provides change history for accountability, error investigation, and compliance across teams.

**Also called:** Change history

**Tags:** Core

[See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)