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Company Stamp & Signature

The Stamp & Signature settings page lets you upload your company stamp image and configure the authorized signatory for your organization. These elements are applied to official documents generated by Shaari, giving your quotations, contracts, and invoices a professional and legally recognized appearance.

Plus Plan and Above

The Stamp & Signature feature is available on the Plus and Enterprise plans. Upgrade from Settings > Billing to access this feature.

Uploading Company Stamp Image​

Your company stamp (also called a company seal) is the official circular or rectangular stamp that represents your business. In Saudi Arabia and the GCC, the company stamp is widely used on contracts, invoices, and official correspondence.

How to Upload​

  1. Navigate to Settings > Stamp & Signature.
  2. Click the upload area or drag your stamp image onto it.
  3. The image is uploaded and saved to your tenant settings.

Image Requirements​

  • Formats: PNG (recommended for transparency), JPG, or JPEG.
  • Background: A transparent background (PNG) produces the best results, as the stamp overlays cleanly onto document content.
  • Resolution: Use a high-resolution image (at least 300x300 pixels) to ensure the stamp looks crisp on printed documents and PDF exports.
  • Size: The stamp image is resized automatically to fit the designated area on documents.
tip

Scan your physical stamp against a white background, then use an image editor to remove the background and save as PNG with transparency. This produces the most professional appearance on documents.

Setting Authorized Signatory​

The authorized signatory is the person in your organization who has the legal authority to sign official documents. Their name appears on generated documents alongside the company stamp.

Configuring the Signatory​

  1. Navigate to Settings > Stamp & Signature.
  2. Enter the authorized signatory's name in the designated field.
  3. Save the settings.

The signatory name is typically the company owner, managing director, or a designated authorized representative.

Where Stamps and Signatures Appear​

Once configured, the company stamp and authorized signatory name appear on the following documents:

Quotations​

When you generate a quotation PDF for a customer, the company stamp and signatory name are applied to the footer or signature area of the document. This gives the quotation an official appearance and indicates who authorized the pricing.

Sales Contracts​

Contracts are the primary use case for stamps and signatures. When a sales contract is generated:

  • The company stamp is applied to the seller's section of the contract.
  • The authorized signatory name is displayed below the stamp.
  • The client's digital signature (captured during the signing process) appears in the buyer's section.

This creates a complete, signed, and stamped contract document.

Sales Invoices​

Sales invoices can include the company stamp in the footer area. This is especially common for formal B2B invoices where the buyer expects a stamped copy.

note

The stamp and signature are applied during PDF generation. If you update your stamp image or signatory name, the change affects only documents generated after the update. Previously generated PDFs retain the stamp and signature that were in effect at the time of generation.

Best Practices​

  • Keep your stamp image updated --- If your company rebrands or changes its legal stamp, update the image in settings immediately.
  • Use transparent backgrounds --- PNG files with transparent backgrounds look significantly better than stamps with white rectangles behind them.
  • Verify the signatory --- Ensure the authorized signatory listed in settings matches the person who actually has signing authority per your company's commercial registration and articles of association.
  • Test before sending --- After uploading a new stamp, generate a test quotation or invoice PDF to verify the stamp appears correctly in terms of size, position, and clarity.
caution

The stamp image you upload is stored securely within your tenant's settings, but it appears on every document generated by your organization. Ensure the image is appropriate and authorized before uploading. Unauthorized use of a company stamp can have legal implications.