SmartSuite E-Signatures
Get agreements signed from SmartSuite
Vendor agreements and purchase orders go out from the SmartSuite record for signature or one-click acceptance. The sealed PDF and the signer's answers come back to the record.
DocsAutomator: create documentWhy SmartSuite teams sign with DocsAutomator
From a status change to a sealed PDF on the record
The sealed PDF lands in a File field
On the same record, with a certificate page.
Answers come back as field values
A title, a ticked box or a date the signer fills in.
Started by a SmartSuite automation
The native DocsAutomator action, a formula or a button.
How to send an agreement for signature from SmartSuite
Set it up once. Every record that reaches your trigger gets its agreement created, signed and filed back.
- 1
Connect SmartSuite
In DocsAutomator, create an automation with SmartSuite as the source and pick the solution and the table, for example Procurement and Vendors.
- 2
Add signing tags to your template
In your Google Docs or Word template, type {{esign.signature_1}} where the vendor signs. Add {{esign.text_1_title}} for a value they fill in.
- 3
Choose who signs
Turn on Signing and take each signer's name and email from fields of the record, such as Contact email. A fixed address works for your own signer.
- 4
Choose what comes back
Under After signing, pick a File field for the sealed PDF. Map the values the vendor fills in to text, yes/no or date fields.
- 5
Start it from SmartSuite
Create a SmartSuite automation, for example when Status is Send agreement, and add the DocsAutomator action. A formula or button field with the webhook URL works too.
- 6
The vendor signs and the record fills in
The vendor gets an email and signs in the browser without an account. The sealed PDF lands in the File field, and the values land in their fields.
SmartSuiteStart automating & signing in minutes!
Some of the teams / institutions automating and signing their documents with DocsAutomator:
Example: a vendor agreement from a SmartSuite record
A packaging supplier signs a two-year agreement. All names and amounts are fictional.
1. The record in SmartSuite
- Status
- Send agreement
- Contact
- Lena Ortiz
- Contact email
- lena.ortiz@example.com
- Category
- Packaging
- Term
- 24 months
- Payment terms
- Net 45
- Annual volume
- 480,000 units
- Buyer
- Sam Whitfield
- Signed agreement
- Empty until the vendor signs
- Signer title
- Empty until the vendor signs
2. The signed agreement
3. What comes back to the record
- Signed agreement
- VA-118 signed.pdf
- Signing link
- sign.docsautomator.co/…
- Signer title
- Sales Director
- Signed on
- 10/05/2026
- Status
- Send agreement
Purchase orders accepted with one click
For a purchase order or a price confirmation, the vendor's yes is enough.
Choose Acceptance instead of Signing. The vendor opens the purchase order from the email and clicks Accept.
- Nothing to draw and no account to create
- They can type their name, or decline with a reason
- The sealed PDF goes into the File field with a Certificate of Acceptance
What comes back to the record
Pick the fields once. A copy can also go to Google Drive, Dropbox, a webhook or the completion email.
Signed agreement
File field: the sealed PDF with its certificate
Signing link
Link or Text field: saved before the email goes out
Signer title
Text field: what the vendor typed
Signed on
Date field: the day they signed
Moving from another signing tool?
Whether you use DocuSign, PandaDoc or another tool: our founder moves your templates, signers and flows over with you personally, at no extra cost.
Book a call with our founderWhat to check in an e-signature tool for SmartSuite
Seven questions to ask before you pick one.
- The sealed PDF back in a File field. The signed file should land on the record without a second tool.
- Signer answers in your fields. A title, a ticked box or a date the signer fills in should come back as field values.
- Started by your own automations. A status change or a button on the record should start it, with no copying of emails.
- Templates your team can edit. Google Docs, Word or PDF, so the people who own the wording keep editing it.
- Signing and acceptance. A contract needs a signature. A quote often needs only a yes.
- Price per person or per signature. Check whether each team member needs a paid seat, and whether signing costs extra on top of the plan.
- Proof on every PDF. A certificate and an audit trail that record who signed, when and from where.
Questions about e-signatures for SmartSuite
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