Leveraging E-Signatures to Accelerate Approval Processes

Approvals are one of the biggest choke points in many accounting firms.

The engagement letter sits unsigned for a week. The payroll change request is stuck in a client’s inbox. The tax filing authorization is buried under a mountain of unread emails.

It is not intentional. Both clients and team members are juggling competing priorities. But when approvals stall, so does your workflow. Tasks back up, deadlines become stressful, and your carefully planned systems start to feel chaotic.

The solution is both simple and highly effective: e-signatures.

This article explores how e-signatures help firms remove bottlenecks, what to look for in a solution, and how to integrate them into your workflows without overwhelming your team or clients.

Why Approval Bottlenecks Hurt Accounting Firms

In most firms, approvals are embedded in nearly every process:

• Engagement letters during client onboarding
• Tax form authorizations, such as T183 or 8879
• Financial statements requiring client sign-off
• Internal approvals for write-offs or time-off requests
• Vendor and subcontractor agreements

Yet the traditional process for collecting signatures has not kept pace with modern business practices. It typically looks like this:

1. Create a PDF of the document.
2. Email it to the client.
3. Wait for them to print, sign, scan, and email it back.
4. Hope the scanned version is clear and complete.
5. Follow up, sometimes multiple times.
6. Download and manually file the returned document.

For clients who are often working on mobile devices, this process feels inconvenient and time-consuming. For your team, it creates wasted hours each month chasing approvals and handling manual filing. When approvals are delayed, so are billings and cash flow.

Slow approvals do not just waste time. They cost your firm money.

How E-Signatures Streamline Approvals

E-signature tools simplify this entire process. You can:

• Upload a document, place signature fields, and send it to the client within minutes
• Allow clients to sign securely from any device without needing to print or scan
• Receive real-time updates on when a document is viewed and complete
• Automatically save signed documents in a secure, searchable archive

This reduces turnaround times from days to hours, or even minutes. Your team no longer needs to send multiple reminders or wonder where a document stands.

Why Firms Are Adopting E-Signatures

For years, some firms resisted moving away from paper and PDFs, citing client preferences or compliance concerns. But the industry has changed.

Clients now expect the same convenience they experience in other areas of their lives. They sign contracts for everything from mortgages to gym memberships digitally and expect professional services to offer similar options.

Compliance is no longer a barrier. Leading e-signature tools meet ESIGN and UETA requirements in the United States, as well as PIPEDA in Canada. Solutions like SignWell are SOC 2 Type 2 certified and provide tamper-proof audit trails for every document.

Affordability has also improved. What was once an enterprise-level luxury is now accessible to solo practitioners and small firms.

Practical Applications of E-Signatures in Accounting Workflows

Here are several ways e-signatures can streamline everyday operations:

1. Client Onboarding

Send engagement letters for digital signature as part of your onboarding checklist. Using pre-built templates saves your team time, and clients can sign on their phones while they are still engaged with the process.

2. Recurring Authorizations

For monthly bookkeeping or payroll services, set up recurring requests for client authorization. Automated reminders reduce the need for manual follow-ups.

3. Tax Season Documents

Collect authorizations for tax filings such as IRS Form 8879 or CRA Form T183 quickly and securely. Clients can sign from anywhere, which is especially valuable during the busy season.

4. Internal Approvals

Streamline your firm’s internal processes. Time-off requests, policy acknowledgments, and vendor agreements can all be handled digitally.

5. QuickBooks Online Workflows

If your firm uses QuickBooks Online, some platforms, including SignWell, integrate directly. This allows you to send estimates for signature and convert them into invoices without leaving QBO.

Choosing the Right E-Signature Solution

Not all e-signature tools are created equal. For accountants and bookkeepers, consider these criteria:

• Security certifications such as SOC 2 Type 2, encryption, and audit trails
• Ease of use for both staff and clients, with no downloads or accounts required
• Templates and automation features for repeatable documents
• Transparent pricing without hidden fees or long-term contracts
• Integration options with your existing tools, such as QuickBooks Online or your document management system

How to Introduce E-Signatures in Your Firm

Start with one workflow, such as engagement letters, to keep the transition manageable. Set up templates and train your team on how to use them.

When introducing e-signatures to clients, explain the benefits in plain terms:

• Faster turnarounds
• No need to print or scan
• Secure and professional

This builds confidence and encourages adoption without resistance.

Final Thoughts

E-signatures are not just a convenience for clients. They help your team work faster, reduce administrative strain, and maintain secure, compliant records.

For firms that have already embraced cloud technology, tools like SignWell fit naturally into a modern, paperless workflow. They remove one of the most persistent bottlenecks in professional services and let your team focus on delivering value.

The result is a smoother process for everyone involved.