Manage signable vendor documents

Signable documents track agreements or other execution-ready files that require an attributable signing state. They are distinct from commercial proposals, which capture pricing, and vendor artefacts, which provide general evidence. Use only approved final documents, select the intended signers carefully and rely on the displayed signing status rather than an informal email confirmation.

Before you start

• Complete the organisation’s legal and approval process before requesting a signature.

• Confirm the final file, signing parties, authorised contact emails and whether an external signature provider is involved.

Step by step

1. Open the vendor document area

From the project vendor detail, find Signable documents and review existing requests. Avoid creating another request for a document already awaiting signature.

2. Add the approved document

Upload or select the final execution copy and give it a clear title and description. Check that pricing, parties and version match the approval record.

3. Choose the recipients

Select the authorised vendor contact and any supported buyer signers. Verify every email; changing an intended signer may require a new request rather than forwarding a link.

4. Send and monitor

Start the signing request and track the available requested, viewed, signed, declined or completed states. Use reminders sparingly and through the supported workflow.

5. Handle changes safely

If the document changes, cancel or supersede the incomplete request as supported and issue the newly approved version. Do not edit a file after signatures have begun.

6. Retain the completion evidence

When complete, verify the final status and executed document. Follow retention and downstream contract-management policy; do not treat an unsigned upload as executed.

What happens next

• Reference the active proposal version and approval evidence that produced the final agreement.

• Use the project audit trail when confirming when a request was issued, changed or completed.

Troubleshooting

A vendor signer cannot open the request

Confirm the recipient email, active request state and newest invitation. If identity changed, replace the signer using the supported workflow rather than sharing the original link.

The wrong document version was sent

Stop the incomplete request immediately, preserve the audit record and issue the approved version. Never ask a signer to ignore mismatched terms.

A signed file is not shown as complete

Refresh after the signature provider updates, confirm all required parties finished and contact support with the request reference if the state remains stuck.

Related guides