QuickBooks Online’s built-in signature capture has always been thin: in-person only, finger-on-screen, limited to estimates and invoices in the mobile app, with no remote signing, no GPS, no offline capture, and no proof of delivery. To make matters worse, Intuit’s new invoice experience dropped the in-person signature option, so some businesses that used to capture signatures on the older layout can no longer find the feature. This guide shows how to add a complete signature workflow (invoices, estimates, and proof of delivery, with two-way sync) for $5 per user per month, plus a 5-minute setup walkthrough.
The three options
Option 1: Plug a separate e-signature tool into QuickBooks
Tools like DocuSign, PandaDoc, and Adobe Acrobat Sign each ship a QuickBooks integration of varying quality. The flow looks like this:
- Send an invoice from QuickBooks.
- Open the third-party tool.
- Upload the invoice PDF (or pull it via the integration if it’s working that day).
- Add signature fields.
- Send to the customer.
- Wait for them to sign.
- Manually mark the QuickBooks invoice as signed or paid once it comes back.
It works. But you’re juggling two tools and there’s a reconciliation step every single time. Pricing usually runs $19 to $50 per user per month before you’ve collected a single signature.
Option 2: Use a field signature app that talks to QuickBooks directly
This is what Billet was built for. The app connects to QuickBooks Online over the official API, so when a customer signs, the QuickBooks invoice and its payment status update automatically. No PDF uploads, no second dashboard, no manual reconciliation. $5 per active user per month, unlimited sends.
Option 3: Print and scan
Print the invoice, hand it to the customer with a pen, scan the signed copy back in, and attach it to the QuickBooks record yourself. Some shops fell back to this when Intuit’s newer invoice layout dropped the in-person signature option. It works for low volume. It falls apart at scale.
For most shops doing more than a handful of signatures a week, Option 2 is the natural fit. Walkthrough below.
Walkthrough: signing your first QuickBooks invoice in Billet (5 minutes)
You’ll need:
- A QuickBooks Online account (any tier).
- A Billet account (14-day free trial, no card required).
- An iPad, an Android tablet, or just a laptop browser.
Step 1: Connect QuickBooks
Sign in to Billet, go to Integrations, and click Connect on the QuickBooks Online card. The standard Intuit OAuth screen comes up. You approve and Billet drops you back about three seconds later. Your customers, items, and tax codes start syncing in the background.
Step 2: Pick or create the invoice
Open the Tickets page and either:
- Pull in an existing QuickBooks invoice via the Upload page (CSV or PDF, both work), or
- Create a new one directly in Billet, which pushes to QuickBooks when you send it for signature.
Step 3: Send for signature
On the invoice row in Active Tickets, click the Send icon. Confirm or edit the customer’s email. The customer gets an email with a magic link, opens it on whatever device they have, signs in their browser. No app install required.
If the customer is in front of you, skip the email entirely. Hand them the iPad, they sign on the screen, GPS coordinates are captured, and the signed PDF is generated on the spot.
Step 4: Done
The invoice and its payment status update in QuickBooks automatically. The signed PDF, with the signature image, the timestamp, and (for in-person signs) the GPS location embedded, lives in Billet, is emailed to your customer as proof of delivery, and can auto-save to Google Drive or OneDrive (Standard plan and up). You never had to open the QuickBooks UI to make any of that happen.
Common questions
Does this work for estimates too? Yes. Estimates work the same way as invoices. The customer signs to approve, the estimate and its status update in QuickBooks, the signed PDF lives in Billet, and you can convert it to an invoice with one click.
What if my customer doesn’t have email? The in-person flow on the iPad doesn’t need email at all. You can also enter their phone number for an SMS link if they prefer text.
Does it work offline? Yes. The mobile app queues signatures locally and syncs when it gets back online. Useful in basements, warehouses without WiFi, or job sites without cell service.
Is there a per-signature fee? No. Unlimited sends on every Billet plan, including the $5 Essentials tier.
Can I keep using my existing QuickBooks invoice templates? Yes. Billet pulls the invoice as it exists in QuickBooks, including your branding and line items. The signed PDF preserves the original layout with the signature added at the bottom.
Get started
Start a free trial and have your first signature back in QuickBooks before lunch. No credit card required.