QuickBooks Online has never had a proper signature workflow. It does have one built-in option, a bare in-person finger-sign in the mobile app for estimates and invoices, but that’s the extent of it. There’s no remote signing, no GPS, no offline capture, no photos, no customer-plus-driver signatures, and no proof-of-delivery capture at all. And that finger-sign only survives on the older invoice layout. Intuit’s new invoice experience dropped it entirely, leaving many users who relied on it unable to find the feature. If you need signatures that actually fit how you sell and deliver, here’s how to add a complete workflow for $5 per user per month, with two-way QuickBooks sync.
That’s the gap Billet fills. It’s $5 per user per month, syncs both ways with QuickBooks Online, and works on iPad, Android, and offline. Here’s what QuickBooks actually has (and doesn’t), what the realistic alternatives cost, and what the Billet flow actually looks like day to day.
What QuickBooks actually has (and doesn’t)
QuickBooks’ built-in signature feature has always been limited to in-person capture on the mobile app, and the new invoice experience dropped even that. Core QuickBooks has no remote-signing feature of its own. The only way to send a document for remote signature is a paid third-party add-on, the DocuSign eSignature Connector, which is limited to the top-tier QuickBooks Advanced plan, covers estimates, and has been unreliable enough that Intuit has paused it for stretches. Proof-of-delivery signatures, with GPS and photos, have never been part of QuickBooks at all.
Three workflows that don’t exist in QuickBooks today (and never did, end-to-end):
- Estimates: getting a remote customer to sign a quote before you start work, with the signed result automatically attached to the estimate in QuickBooks.
- Invoices: capturing a signature on an invoice for proof of acceptance, in person or remotely, with the signed PDF attached back to QuickBooks.
- Proof of delivery: capturing a signature when goods are dropped off at a customer’s site, with GPS coordinates and photo evidence.
What it actually costs to replace
The usual recommendation is DocuSign or PandaDoc. Both work fine. The pricing is real:
| Tool | Cheapest plan | Per-user cost | Send limit |
|---|---|---|---|
| DocuSign Standard | $25/mo | per user | 100 sends/yr |
| PandaDoc Starter | $19/mo | per user | unlimited |
| HelloSign (Dropbox Sign) Standard | $25/mo | per user | unlimited |
| Adobe Acrobat Sign | $30/mo | per user | unlimited |
| Billet Essentials | $5/mo | per user | unlimited |
Price isn’t the whole story, though. The workflow is the bigger problem. DocuSign assumes the customer is at a computer, gets an email, opens it on their laptop, and types their name into a box. That’s fine for closing a SaaS contract. It’s not how a plumbing supply distributor delivers a $4,000 boiler at 7am to a job site.
How Billet handles QuickBooks signatures
The flow that fills the gap:
- Connect QuickBooks Online from Billet’s Integrations page. It’s a one-click OAuth handshake.
- Your QuickBooks customers, items, and tax rates sync over automatically. New customers you add in QuickBooks show up in Billet within a few minutes.
- Create or import an invoice in QuickBooks the way you always have. Or create it directly in Billet, and it’ll push to QuickBooks when you send it.
- Send for signature. From the dashboard, pick the invoice and click “Send for Signature.” The customer gets an email with a magic link, signs in their browser, no app install. If you’re with the customer in person, hand them the iPad and they sign on the screen. GPS coordinates are captured and the signed PDF is generated on the spot.
- The invoice and its payment status sync back to QuickBooks automatically. The signed PDF, with the signature, GPS coordinates, and timestamp 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).
That’s the whole loop. No DocuSign account, no separate envelope dashboard, no template setup. $5 per active user per month.
The “office staff for free” detail
Billet bills per active user. An office person who only views tickets and runs reports is free. They don’t send signature requests, they don’t go in the field, so you don’t pay for them. You only pay for users who actively send for signature or capture them in person.
For a five-person plumbing supply with two field guys and three office people, that’s $10 per month total ($5 × 2), not $25. Compared to DocuSign at $25 × 5 users = $125 per month, the math speaks for itself.
What about Xero, FreshBooks, and Dynamics?
Same story for all three. Billet was built around integrations from day one, not bolted on later. QuickBooks Online, Xero, FreshBooks, and Microsoft Dynamics 365 Business Central all run the same signature workflow at the same per-user pricing. Pick the accounting tool you already use, click connect, get the first signed invoice out the same afternoon.
Try it free for 14 days
Every Billet account starts with a 14-day free trial. No credit card required to start. Connect QuickBooks Online during signup and your first invoice signature can go out the same day.