Use payPod to ask a client to accept a quote or sign a general document through an online share link. They verify a code, enter their name and draw a signature in their browser. They do not need a payPod account.
Before you start
- Your company needs Premium access to create a signing request or manually mark a quote as accepted.
- Prepare the quote or document you want the client to review.
- Decide whether to use an email one-time code or a four-digit PIN that you supply yourself.
- Check your company email and team Administrator email addresses if you want them to receive confirmation copies.
On a non-Premium account, the collection checkbox is disabled and displays a gold lock. See If your account is downgraded below for existing requests.
1. Enable acceptance or signing
Create a new quote or general document, or edit an existing one that has not been accepted.
- On a quote, tick Collect Online Acceptance.
- On a general document, tick Collect Online Signature.
Select a Verification method, then complete the relevant settings below.
Option A: Email one-time code
- Choose Email one-time code.
- Enter the intended recipient's address under Email address for signing codes.
- Save the quote or document.
For quotes, selecting a client prefills their email address. Selecting another client replaces the field with that client's email, or clears it if they have none. Check the address after changing clients; you can enter a different recipient before saving.
The code is sent to this configured address when the customer requests it on the signing page—not when you save the document. The signing page does not let the customer choose a different email address.
Option B: Manual four-digit PIN
- Choose Manual four-digit PIN.
- Enter a four-digit PIN or select Generate PIN.
- Select Copy PIN and retain it so you can send it to the customer yourself.
- Save the document and supply the PIN to the intended customer.
Keep all four digits, including any leading zeroes. payPod does not email this PIN for you, and an existing saved PIN cannot be displayed again. When editing a request with Premium access, leave the replacement PIN field blank to keep the current PIN, or enter a new one and tell the customer.
2. Share the online link
Open the saved quote or document and use its Send menu:
- Manage Share Link: select Enable New Link if needed, then Copy Link and send it to the customer.
- Share on WhatsApp: share the online link through WhatsApp.
- Send as Email: select Include Link Button so the customer can open the signing page. You may also attach a PDF.
A PDF attachment alone does not provide the online signing experience. Include or send the share link.
Anyone with the link can view the document, so share it only with the intended people. Signing also requires the configured code or PIN. Disable Link stops access through that link; Regenerate Link replaces it, so you will need to send the new link.
3. What the customer does
- Open the share link and review the quote or document.
- Select Accept & Sign beside Download PDF.
- For email verification, select Send Code and check the configured email inbox. For PIN verification, use the four-digit PIN supplied by the sender.
- Enter the code and select Verify code.
- Enter their full name and draw a signature using a mouse or finger. Clear signature lets them try again.
- Tick the agreement checkbox, then select Accept & Sign to submit.
Email codes expire after 10 minutes. After requesting one, the button reads Request New Code and remains disabled until the displayed countdown ends. Additional sending limits may require a longer wait. A new code replaces the previous one, so use the latest email.
4. Find the signed copy and confirmations
After successful signing:
- The quote or document shows as accepted, with the action recorded in its activity log.
- Editing and deletion are locked.
- Download PDF serves the saved signed PDF. The public page also displays that signed copy, or offers a link to open it if the browser cannot display it inline.
- Confirmation emails are queued with the signed PDF attached. Successful sends appear in the document's mail log.
The signer confirmation goes to the OTP email address first. If there is no usable OTP email, a quote uses its client's email address. General documents have no client-email fallback. Without a usable signer address, no signer confirmation is sent.
The company email and Administrator-role team members receive confirmations separately, even when the signer has no email. Duplicate addresses receive one copy. The company owner is not automatically an additional recipient unless their address is included through the company email or Administrator membership.
Manual acceptance of a quote
If you handled acceptance outside the online signing flow, Premium users can select Mark as Accepted on the quote. The activity log records which payPod user marked it accepted, and editing is locked.
This does not collect a customer signature, create a saved signed PDF or send signing confirmation emails. It is separate from the customer's Accept & Sign process.
Make changes after acceptance
- Open the accepted quote or document.
- Select Remove Acceptance and confirm.
- Make and save your changes.
- With Premium access, enable collection again and configure a new signing request when ready.
Removing acceptance clears the current signing request. Current PDF downloads become unsigned and reflect the document's current contents. Previous signed copies remain privately available to authorised team users through the activity history; removal does not recall copies already downloaded or emailed.
If you edit a document while a request is still pending, the customer must review the updated version and verify again before signing.
If your account is downgraded
Requests already pending can still be completed, including verification, signing and confirmation emails. Their verification method, email and PIN remain fixed while the account is non-Premium. Ordinary document edits remain possible before acceptance, but the customer must review and verify the changed version again.
You can still Remove Acceptance from accepted documents. Creating a new request or manually marking a quote accepted requires Premium access.
Troubleshooting
- No “Accept & Sign” button: check that collection was enabled and saved, the request is still pending, and the customer has the current share link.
- No email code: check the configured address and the recipient's spam/junk folder. Wait for the countdown before requesting another code.
- Incorrect or expired code: use the latest email code or confirm the complete four-digit PIN with the sender. Too many attempts can temporarily block verification.
- Document changed or signing session expired: reload the share page, review the document again, reopen signing and verify again.
- No confirmation email: check the recipient rules above and allow time for delivery. Missing email delivery does not undo a completed acceptance; check the accepted status and download the signed PDF.
- Unable to edit: remove acceptance first. You will need a new signing request if you want the revised version signed.