QuickBooks contract builder: sending your first e-sign request
An accepted community answer covers the QuickBooks contract builder workflow: PDF uploads, e-signature fields, access codes, reminders, and tracking.
QuickBooks users who need contracts signed electronically keep running into the same pair of questions. Where does the contract builder live, and what does an e-sign request actually involve? The accepted community answer covers the whole flow in detail. We have condensed it here, from the first upload to the final signed copy.
Where does the e-sign request begin?
The starting point is the Customer Hub. Open All apps, select Customer Hub, then Contracts. From there you choose Create e-sign request, pick the customer or lead who will receive the document, and continue to the upload step. Contacts and leads are treated alike, so a prospect who has not yet become a paying customer can still sign.
Upload limits to know first
Only PDF files are accepted. A single request can carry up to five files, and each file can measure at most 25 MB. A preview appears once the upload finishes, which lets you confirm you attached the right agreement. Other file types will not go through, so anything saved in a different format has to be converted first.
Marking up the contract
Next comes field placement. You can drop signature fields, signing date fields, and text fields onto the PDF, then drag and resize them until the layout reads correctly.
Your business signs as well. A dropdown switches the editor to your own name, you type your full legal name, and the software turns that into a digital signature. The same typed-name step applies to your customer, and it is always a required field.
Both sides can also initial each page. The answer presents this as a way to document that every page of the terms was reviewed and agreed to.
Why does the access code matter?
Each request can carry a six to nine digit access code. Set it manually or let the system generate one. Your customer must enter the code before the contract will open, which keeps the document away from anyone who stumbles onto the email. Views and signatures are recorded in a full audit trail.
One point in the answer deserves emphasis. The code should reach your customer through a separate channel, such as a text message or a second email. Bundling it into the same message removes the protection it is meant to provide.
Reminders, expiration, and the final check
The sending screen holds a few more options. You can write a custom message for the email, schedule automated reminders for anyone who has not signed, and set an expiration for the request. A preview step lets you double-check the customer’s details before anything goes out.
What does your customer see?
Signing happens on their side, outside your file. The customer receives an email with a link, enters the access code, verifies, and gets started. They fill in the required fields, then type their full legal name, and the software generates the signature for them. The signing date fills in automatically at that moment. A final click returns the finished contract, and you receive an email notification.
Tracking signed contracts
Every request is tracked in the Customers and leads center. The status shows whether a contract has been delivered and where it stands in the signing process. Signed copies can be downloaded for your records, and the audit trail travels with them, including who signed and when.
The short version
The flow is guided from start to finish: upload the PDF, place the fields, sign your part, set the code, then send. The parts that catch people out are the format and size limits and the separate handling of the access code. Get those two details right and the rest of the process follows the on-screen prompts without much friction.