Agencies and studios · GuardenerAI Signatures

E-signatures for agencies and studios.

Agencies and studios use GuardenerAI Signatures to send statements of work and retainer agreements from the client contact's record, get them signed on any device, countersign them in the app, and file a sealed PDF beside the client.

A pitch is not won until the paperwork is signed. Sending the SOW from the same place you tracked the pitch means it goes out the same afternoon, and nobody has to hunt for the signed copy when the retainer renews.

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SOWs and retainers as templates

Keep one template for a project SOW, one for a monthly retainer and one for a change request, each with your letterhead.

  • Merge fields fill the client contact's details, your studio's name and the date sent.
  • Write scope, fees and dates into the request before sending; amounts are not merged from the opportunity.
  • Set an expiry in days so a stale proposal does not stay open.

From won pitch to signed scope

When a pitch reaches the late stages of your pipeline, open the client contact and send the SOW from their record.

  • The client signs from an emailed link on any device, after agreeing to sign electronically.
  • Status shows Sent, Viewed, Customer signed, Awaiting countersign or Completed on the contact's record.
  • The document is frozen when sent, so the version they sign is the version you wrote.

Countersigned by whoever owns the account

Set a specific director to countersign, or send countersigning to a queue anyone senior can claim.

  • Countersigning happens inside GuardenerAI; the client needs no account.
  • The sealed PDF, with a certificate of completion, is filed in the contact's Files.
  • Raise the first invoice to the client company from Invoices once it is signed.

How to set it up

  1. Write templates for project SOWs, retainers and change requests, with your letterhead and an expiry.
  2. Choose the countersign mode on each template.
  3. Send each request from the client contact's person record when the pitch is won.
  4. After completion, raise the first invoice to the client company.

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.
  • Invoices are not created from the signed document or the opportunity. You raise them to the client company yourself.
FAQ

Fair questions.

Can the client and their finance lead both sign?
One request has one customer signer plus an optional countersigner from your side. Send a second request if a second client signature is needed.
Can we upload a SOW the client wrote?
Templates are written in GuardenerAI. A document authored elsewhere is not something the signing flow takes in.
Does signing start the invoice?
No. Once the SOW is completed, raise the invoice to the client company from Invoices.