How to Sign Documents

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Electronic signatures have been recognized by law in the U.S., Canada, Europe and Australia since the early 2000s. An e-signature is just as valid as a regular signature on paper, so you no longer have have to take time from your busy schedule to drop by your accountant’s office or to snail-mail a document. Instead, sign the document on your client portal, using TaxDome’s quick and easy e-signing feature.

If you have a document awaiting e-signature, you’ll be alerted by a notification on your dashboard. Click it to review the document.

All documents that have signatures pending are inside in your Documents tab in the Signatures subtab.

You’ll see this information about a pending document here:

  • NAME: The document’s name.
  • SIGNER: The email address of the person who needs to sign. If a signature is requested from two or more users of the account, you can see their email addresses by hovering your mouse over the icon next to the email.
  • STATUS: The document’s status will be in one of these three:
    • PENDING E-SIGNATURE: It is awaiting your e-signature.
    • SIGNED: All account users have signed.
    • DECLINED SIGNATURE: All account users have declined to sign.
  • DATE UPLOADED: The date the document was uploaded to TaxDome.
  • DATE REQUESTED: The date the document was sent to you to be e-signed.

E-Signing Firm-Prepared Documents

To review and sign a document, follow these steps:

1. Click on the pencil icon to the far right of the document’s name.

2. Review the content in the document viewer, then click the fields to e-sign where requested. A Fields to fill counter at the top will help you along. Enter your signature and initials once, and then it will be used here and in all other docs.

3. Click Next to highlight the next field. Note: You cannot sign a document until all fields are filled in.

4. Once all fields are filled in, click FINISH. If your accountant has requested KBA-based authentication, click FINISH WITH KBA, answer the questions to verify your identity, then click FINISH. You get two attempts to pass the KBA and need to answer at least three out of five questions correctly.

At the top of the page, you’ll see a notification when the document has been successfully signed.

You can also decline to sign electronically by clicking Decline to sign, and then confirm by clicking OPT-OUT OF ELECTRONIC SIGNATURE. If you do, get in touch with the firm you use to discuss other options.

Editing Your Signature

When you sign a document for the first time, you need to enter your name. It is saved for future use, and all signature fields in new docs are filled in with your signature when you click in the field.

If you want to edit your initials or signature, click in the required field, make changes, then press Insert. If you change one field, all similar filled-in fields in the current document are changed accordingly.

Could I Use My ITIN instead of My SSN for the KBA?

No. An Individual Taxpayer Identification Number (ITIN) is issued to an individual for taxation purposes only. ITINs are not meant to be used as identification for obtaining credit. Credit systems won’t recognize them as anything other than an incorrect SSN, so they cannot be used for KBA.

The Document is Pending E-Signature, but There Are No Signature Fields

If you see a document is pending e-signature, but when you open it, you don’t see e-signature fields, either you don’t need to e-sign it or you need to access the same account from another linked email address (for more details, go here).

Sometimes a preparer requests a signature from both account users (e.g., spouses); other times, they may ask for just one of the two users to e-sign. If a signature was requested from the other person, and they haven’t signed yet, you won’t see e-signature fields on your end. The document will remain in Pending E-Signature status in the Signatures subtab until that other user has signed.