Accounting firms · GuardenerAI Signatures

E-signatures for accounting firms.

Accounting firms use GuardenerAI Signatures to send engagement letters for annual accounts, tax returns and advisory work from the client's record, collect the client's signature on any device, and have a partner countersign before the sealed PDF is filed.

Every new engagement and every renewal season starts with a letter that has to be signed before work begins. Sending it from the same system that holds the client and the engagement keeps the season moving and the paper trail complete.

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One letter per service, written once

Write a template for each service you offer, so the scope and terms for a tax return never get mixed up with the terms for monthly bookkeeping.

  • Templates are written in the app with merge fields for the client contact's details, your firm's name and the date sent.
  • Apply your letterhead, a custom email subject and an expiry in days.
  • Put fees in the template text or the request; amounts are not merged from the CRM.

Renewal season without the chasing spreadsheet

Each request shows its status on the client contact's record, so the team can see who has signed and who has not without asking around.

  • Statuses run Sent, Viewed, Customer signed, Awaiting countersign and Completed, with Declined, Expired and Voided for the rest.
  • Unsigned requests expire after the number of days you set, so an old letter never stays open by accident.
  • Pair it with an action plan on the client company so the follow-up call and the reminder are tasks with due dates.

Partner countersign, without the printer

Choose on each template whether a specific partner countersigns or whether the request goes to a queue any partner can claim.

  • Countersigning happens inside GuardenerAI. The client never needs an account.
  • The request waits in Awaiting countersign until a partner completes it.
  • Every step is logged with the time, IP address and browser, tied to a SHA-256 hash of the document.

Filed where the client lives

The completed document is a sealed PDF with a certificate of completion, filed in the contact's Files with a download link sent to the client.

  • The PDF is sealed with a PAdES digital seal, so later tampering is detectable.
  • The engagement itself can sit on the Matters object from the Professional Services template, renamed Engagements if you prefer.

How to set it up

  1. Apply the Professional Services starter template and rename Matters to Engagements if that suits the firm.
  2. Write one engagement letter template per service, with your letterhead and an expiry in days.
  3. Set each template's countersign mode: a named partner or a partners' queue.
  4. Send each letter from the client contact's person record.
  5. Add an action plan on Companies for the renewal follow-up, so reminders become dated tasks.

Worth knowing

  • Each request has one customer signer plus an optional countersigner from your side. There are no multi-signer envelopes, no signing order and no drag-and-drop field placement.
  • Merge fields fill from the person you send to, your organisation name and the date sent. Fees and amounts are not merged from the CRM, so write them into the template or the request before you send.
  • GuardenerAI is not a tax or practice-management tool. It handles the client relationship, the letters and your own fee invoices, not the client's bookkeeping work.
FAQ

Fair questions.

Can we send one letter to both directors of a client company?
Not as one request. Each request has one customer signer plus an optional countersigner from the firm, so send one request per director.
Can the request pull the fee from the engagement?
No. Fees are written into the template or the request text. Merge fields cover the person's details, your firm's name and the date sent.
How do we know who has not signed yet?
Each request shows its status on the client contact's record, from Sent and Viewed through to Completed, Declined or Expired.
Is the signed copy tamper-evident?
Yes. The final PDF is sealed with a PAdES digital seal and includes a certificate of completion with the evidence trail.