QuickBooks Online has never had a proper signature workflow. The only built-in option is an in-person, finger-on-screen signature in the mobile app for estimates and invoices — no remote signing, no audit trail, no templates, and no proof-of-delivery capture at all. It’s also plan-gated, and Intuit’s newer invoice layout dropped the in-person signature option entirely, leaving many users unable to capture a signature they previously relied on. 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’ signature feature has always been limited to in-person capture on the mobile app, and the newer invoice layout dropped even that. There has never been a remote-signing feature in core QuickBooks — the third-party “Send for signature” partnership Intuit used to surface in the app has since wound down. Any documents you previously signed through it are still in your QB account, but new signature requests can no longer be sent from inside QB. Proof-of-delivery signatures 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 QB.
- Invoices: capturing a signature on an invoice for proof of acceptance, in person or remotely, with the signed PDF attached back to QB.
- 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 | $35/mo | per user | 100 sends/yr |
| PandaDoc Essentials | $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 QB signatures
The flow that fills the gap:
- Connect QuickBooks Online from Billet’s Integrations page. It’s a one-click OAuth handshake.
- Your QB customers, items, and tax rates sync over automatically. New customers you add in QB show up in Billet within a few minutes.
- Create or import an invoice in QB the way you always have. Or create it directly in Billet, and it’ll push to QB 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 signed status, signature image, and timestamp all flow back to the matching QB invoice automatically. The PDF lives in Billet and gets attached to the QB record.
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 $35 × 5 users = $175 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.