Checkout and signing

Your buyer can review the offer, sign every document that needs a signature, and confirm the purchase without leaving the Deal Room. This page covers the process from your side. For the buyer’s view, see the buyer guide.

Before a buyer can sign

Set these up first:

1. Publish the quote. The Quote widget shows the quote you published from the deal’s Pricing tab. Until then, the buyer sees No published quote yet and there’s nothing to accept.
2. Mark documents that need signing. In a Files & documents widget, turn on Signature for each document the buyer must sign, such as the order form or MSA. See the widget catalogue.
3. Check the approval steps. The buyer can sign only after every sub-stage before the offer that needs an Approver has been approved. Sub-stages nobody is assigned to approve, and empty sub-stages, never block signing.

While something is pending, the Accept & sign button is disabled and tells the buyer what’s needed first, for example Approve “Security review” first.

Signing is also blocked when:

• The quote has expired. The buyer sees an Ask for a refreshed quote button, which sends you a request.
• The buyer changed their billing details (for example, their VAT number or address) in a way that could change the tax. Signing waits until you’ve re-checked the tax on the quote.

What the buyer does

1. Clicks Accept & sign on the Quote widget, or Buy now on the Your offer card.
2. Waits a few seconds while their Shadow prepares the documents. The offer and every document marked for signature are combined into one file to sign.
3. Reviews the Commercial terms: subtotal, tax, total due, billing term, payment method, payment terms, and payment schedule.
4. Opens the file to review it, then clicks Sign and draws their signature with a mouse or finger.
5. Clicks Purchase. Their signature is recorded with a timestamp and IP address.

The buyer then sees a confirmation and gets a copy by email. The room shows The purchase is signed, with a Download signed agreement link and a certificate of completion.

Screenshot coming soonThe checkout dialog showing commercial terms and the document to sign

What you see afterwards

• A “deal signed” notification. It always comes by email. You also get it in Slack or Teams if you’ve turned those on in your notification settings.
• An acceptance bar on the deal, at the top of the Cockpit’s Flags area: “[Name] accepted the offer · N documents signed · amount”. It has a View documents button.
• The signed PDF on the deal’s Documents tab.
• The approval steps the purchase covered are marked as approved in the room.
• The quote is locked in the Pricing tab, because it’s been accepted.

Caution

Purchase doesn’t close the deal. You do. Signing doesn’t move the deal to Won or change its stage. Review the signature, then close the deal as won yourself.

Cancel an acceptance

If a signature needs to be undone, for example because it was signed against the wrong terms, click Cancel acceptance on the acceptance bar while the deal is still open. After you confirm:

• The buyer’s signature is voided, and the offer goes back to waiting for their decision.
• The sub-stages the purchase approved reopen, and the room shows the offer as unsigned again.
• The signed PDF stays on the Documents tab as a record.

A closed deal can’t be changed this way. Ask an admin to reopen it first.

The Shadow and the offer

The Shadow never changes or sends the offer on its own. If a buyer asks the AI Concierge for the contract, a different payment method, or a promo code, it comes to you as a request or a proposal for approval. See The AI Concierge.