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Digital Signatures

Shaari supports digital signatures on sales contracts, allowing all parties to sign electronically without printing, scanning, or mailing physical documents. A fully signed contract requires three elements: the client's signature, the seller's signature, and the company stamp.

Three Signature Types​

Client Signature​

The customer's electronic signature, confirming their acceptance of the contract terms and pricing.

  • The client signs by drawing their signature on screen (touch or mouse).
  • The signature is captured and embedded into the contract PDF.
  • A timestamp records exactly when the client signed.

Seller Signature​

The representative from your company who is authorized to commit to the contract.

  • The seller signs by drawing their signature on screen.
  • This confirms that your organization agrees to deliver the goods or services described in the contract.
  • The seller's name and role are recorded alongside the signature.

Company Stamp​

Your organization's official stamp or seal, applied digitally to the contract.

  • The company stamp image is uploaded once in Settings > Company Profile.
  • When applying the stamp to a contract, Shaari places the uploaded image in the designated stamp area on the PDF.
  • The stamp serves as the organizational endorsement of the contract.
info

All three signatures must be collected for a contract to reach Signed status. The order in which they are collected is flexible -- the seller can sign first, the client can sign first, or they can sign simultaneously.

How to Sign a Contract​

Collecting the Client Signature​

  1. Open the contract in Pending Signature status.
  2. Have the client draw their signature on screen using the signature pad.
  3. Confirm to apply the signature to the contract.

Adding the Seller Signature​

  1. Open the contract in Pending Signature status.
  2. Click Sign as Seller.
  3. Draw your signature on screen.
  4. Confirm to apply it to the contract.

Applying the Company Stamp​

  1. Open the contract.
  2. Click Apply Company Stamp.
  3. The stamp image from your company settings is placed on the contract.
  4. Confirm the placement.
note

Only users with the appropriate permissions can sign on behalf of the seller or apply the company stamp. Check with your administrator if you do not see these options.

Company Stamp Upload​

Before you can apply a company stamp to contracts, you need to upload your stamp image:

  1. Go to Settings > Company Profile.
  2. Scroll to the Company Stamp section.
  3. Click Upload Stamp and select an image file (PNG recommended for transparency support).
  4. The uploaded image will be used on all contracts going forward.

The stamp image should be a clear, high-resolution scan or photograph of your physical company stamp. A transparent background (PNG with alpha channel) produces the best results on the contract PDF.

tip

Use a square or circular image with transparent background for the cleanest appearance on contracts. Images with white backgrounds will cover the text behind them on the PDF.

Signature Verification​

Every digital signature in Shaari includes metadata for verification:

Data PointDescription
Signer nameThe name of the person who signed.
TimestampThe exact date and time the signature was applied.

This information is stored with the contract record and can be reviewed in the contract detail view under the Signatures tab.

Converting Signed Contracts to Invoices​

Once a contract has all three signatures, it is fully binding, and you can generate invoices from it:

  1. Open the signed contract.
  2. Click Create Invoice.
  3. A new sales invoice is created with the contract's line items and customer details.
  4. Set the invoice date, due date, and any payment-specific details.
  5. Save the invoice as a draft or submit for approval.

The invoice maintains a reference back to the contract, so you can always trace which contract a particular invoice originated from.

For contracts with multiple deliverables or milestone payments, you can create multiple invoices over the contract's duration, each covering a specific portion of the work.

caution

Signed contracts cannot be edited or cancelled through the normal workflow. If a contract needs to be amended after signing, create a new contract (an amendment or addendum) referencing the original, and have all parties sign the new version.