SupplierVault can collect simple electronic signatures on any document you've uploaded to a supplier record, such as a contract, statement of work or NDA. The supplier signs through a secure link, you countersign inside SupplierVault, and a signature certificate records who signed, when and exactly which version of the document they signed.
Where to find it
Open a supplier record and go to Documents. Each uploaded document has Send for signature and Sign for (your organisation).
Suppliers also sign electronically when they submit their forms in the supplier portal; that signature covers your code of conduct.
How to send a document for the supplier to sign
- Upload the final version of the document to the supplier record.
- Select Send for signature next to it.
- Choose the supplier contact (or someone else), how long the link works for, and add an optional Message, for example "Please sign by Friday".
- Create the link and send it with Copy link or Open in email. The email subject is "Please sign: (document name)".
The supplier opens the link and sees "Please sign: (document)", with Open document and the document's fingerprint. They enter their name and job title, tick the consent and select Sign document. They're told that SupplierVault records their name, the time, their IP address and a fingerprint of the exact document. Afterwards they can download a receipt and the document.
Your team gets a task "Countersign (document) (signed by name)".
How to sign for your organisation
- Select Sign for (your organisation) next to the document.
- Enter your full name and role, and tick the consent.
- Select Sign for (your organisation). SupplierVault records your name, your sign-in, the time and a fingerprint of the file.
Signed documents show chips such as "✓ Signed for (your organisation)" and "✓ Signed by supplier".
How the signature is protected
When someone signs, SupplierVault calculates a fingerprint (a SHA-256 hash) of the exact file. If the file is ever changed, the fingerprint won't match. If the document changes while a supplier is reading it, they're told and asked to reload before signing.
Signature records can't be edited or deleted, by anyone.
The signature certificate
Select Signature certificate to open a page you can print or save as PDF. It shows the document and its fingerprint and, for each signature: who signed, their email, the time (UTC), how they signed, their IP address and browser, the consent wording, the fingerprint they signed and a reference. If the document changed between signatures, the certificate flags it.
Is it legally valid?
Simple electronic signatures like these are recognised in the UK under the Electronic Communications Act 2000 and UK eIDAS, and are widely used for commercial contracts. Deeds, and documents that must be witnessed, have special rules. Ask your legal team before using e-signatures for those.
Which plan includes it
E-signatures come with the supplier portal, included from the Professional plan and in the free trial.
Good to know
- Upload the final version before sending. If you change the document, send it again so the supplier signs the new fingerprint.
- In the public demo, "Send for signature" isn't available; "Sign for…" works so you can see how it looks.