How To: Digital signing of your quotations with CloudSign

There’s money to be found in ecology. And everybody knows: paperless is the future. Teamleader Focus is aware of this and accommodates this in some easy-to-use platforms. Thanks to these platforms, your stack of papers will decrease significantly.

One of those platforms is CloudSign - the perfect way to send online quotations and get your customer to accept them on the spot!

You will get to know everything about:

  • CloudSign setup
  • Sending the quotation(s)
  • View of the customer
  • CloudSign availability & activity
  • Accepted quotation
    • In Teamleader Focus
    • For your customer
  • Customisation options

Do you prefer to watch our instructive video first? You can do so right here:

CloudSign setup

Instead of sending the quotation to your lead via post, you can include a link in the accompanying email that leads to the CloudSign platform. This is how:

  1. Navigate to “Settings” and click “Deals and Quotations
  2. Click on the “+” symbol next to “Email templates for quotations” to create a new one or click on a template from the list to edit
  3. Add the parameter #LINK somewhere in your email body. The parameter will change automatically to the sentence “view quotation online” once you send the email to your customer
  1. Click “Save

Sending the quotation(s)

Via the quotation detail page

  1. Navigate to your quotation detail page.
  2. In the top right-hand corner, you'll see the button Send quotation
    NoteClick on the arrow next to 'Send quotation' > Preview on CloudSign if you want to see a preview of the quotation first before sending it your customer.
  3. After clicking the button, a new pop-up opens. 
  4. The email address is filled in automatically but can be edited as you see fit. 
  5. Below “Template”, you choose the template including the link you created earlier.
  6. Click on Send.

Via your deal page

  1. Navigate to the deal page of the deal in question.
  2. Go to 'Follow up on your open deal'. Make sure that you created a quotation.
    NoteClick on the 3 dots > Preview on CloudSign next to your quotation if you want to see a preview of the quotation first before sending it your customer.
  3. Click on the 3 dots next to your quotation and choose Send via email, or click on the button in the bottom-right hand corner and choose Send quotations if you want to send more than one quotation. Read everything about multiple quotations per deal here.
  4. The email address is filled in automatically but can be edited as you see fit.
  5. Below “Template”, you choose the template including the link you created earlier.
  6. Click on “Send quotation(s)”.

Note: You can also manually mark quotations as sent without actually sending them (e.g. if you didn't send them via Teamleader Focus). Click on the quotation and click on the arrow next to 'Send quotation' > Mark as sent.

Layout of the email

The email your customer receives will look like this:

You can slightly change the above layout of the quotation email by navigating to Settings > Email > Preferences. Disable the toggle ‘Use Teamleader design for outgoing emails’ here if you’d rather use your own layout. Keep in mind that this will cause the above thumbnail and background to disappear and only display ‘plain text’.

View of the customer

When your customer clicks the link 'View quotation online' in the email they received, they will be redirected to CloudSign.

NoteA quotation on CloudSign can be viewed (and signed) on a desktop computer, tablet or mobile phone.

This is what your customer sees:

Your customer is able to:

  • Access all online quotations linked to the deal (read more about online availability here)
    • Accept (one of) the quotation(s) by signing it
      • When signing, your customer has to insert both their name and signature (by either drawing or typing) otherwise the 'Sign' button stays grey
      • When you have multiple quotations per deal, you can only accept one quotation per deal
    • Refuse (one of) the quotation(s) by clicking on Refuse
  • Download the quotation as a pdf by clicking on Download
  • Ask questions about the quotation or give feedback by clicking on Send feedback
    • More information on where the feedback on CloudSign is sent to can be found here

CloudSign availability & activity

With multiple quotations, you can choose which quotations per deal you make available (online) or unavailable (offline) to your customer on CloudSign. Discover everything about CloudSign availability here.

The activity of your customer on the CloudSign platform is tracked and can easily be accessed by you. Learn everything about CloudSign activity here.

Accepted quotation 

If your customer chooses to sign (one of) the quotation(s), some actions are taken in Teamleader Focus. Your customer also receives a confirmation email containing the signed quotation.

In Teamleader Focus

  • The responsible employee for the deal and the account manager of the company will be notified immediately of the accepted quotation by email and in Teamleader Focus.


    All account admins will also be informed of every accepted quotation by notification and by email, but only if the slider 'Notify me whenever a quotation is accepted' is enabled in Settings > Deals and Quotations > Preferences. Every admin has to enable this individually.

  • You’ll also see that the status of the deal is changed automatically to “Won”, and the quotation receives the label 'Accepted'. The accepted quotation will be at the top of the list as well on your deal page:
  • This information is updated in the Activities of the deal and the quotation.
  • You can find the signed quotation (and previous versions of the quotation) in the 'Files' section on your deal pageand on your quotation detail page.
    • Note: For the customer's signature to appear on the quotation, you need to add one of the following shortcodes to your quotation template: 

      To make the legal validity of a signed quotation more prominent, we also store both the timestamp of the signature (shown in Greenwich Mean Time (GMT)) and the IP address of the signer. Both will be displayed on your quotation if you use one of the three signature shortcodes mentioned above.

For your customer

After accepting the quotation, your customer will receive a 'Quotation sign confirmation' in their mailbox. This email includes a copy in pdf of the quotation with your customer's signature, and mentions that in case of any issue your customer can contact you.
Note: this email isn't customisable and differs from the 'Email after approval of a quote via CloudSign' which you can read about here.

Customisation options

You can also personalize your CloudSign environment and by extension all cloud platforms in Teamleader Focus. Read everything about it here

Note on expiry date

Note that if you've set an expiry date on your quotation and you also locked the quotation on CloudSign, your customer won't be able to sign it. The button to sign will be greyed out. Either change the expiry date or unlock the quotation to let your customer sign. Read more information here.

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