An e-signature (electronic signature) is a digital way of signing documents without needing to print, scan, or physically sign paper. It allows individuals and businesses to approve agreements, contracts, and proposals online in a fast and secure way.
Today, e-signatures have become a standard part of modern business workflows, especially in proposal-based industries like freelancing, agencies, consulting, and SaaS sales.
Proposals now rarely move as printed documents, they are created, shared, and signed entirely online. This shift makes e-signatures essential for closing deals efficiently.
Using e-signatures in proposals is important for three key reasons:
- Speed: Deals can be approved in minutes instead of days, reducing delays in communication and follow-ups.
- Legality: Many e-signature methods are legally recognized and can serve as valid proof of agreement when properly implemented.
- Convenience: Clients can sign from any device, anywhere in the world, without needing additional tools or paperwork.
As businesses continue to move toward fully digital operations, understanding how to properly add and use e-signatures in proposals has become a necessary skill for faster, smoother deal closures.
Creating Proposals That Close Deals
So, back to your proposal. There’s no need to draft a boring long-form contract.
Instead, with a tool like Prospero, companies or professionals providing specific services can create proposals based on any of the available proposal templates.
Depending on what you want to achieve and the time on your hands, you can create your own proposal from scratch or find a suitable template – that is the first step toward closing the deal.
Outline of a good proposal
A good proposal should clearly outline what the client can expect to receive. When it comes to modern proposals, there’s no need to get too formal with the wording. Speaking of non-formal writing, a ton of text is not necessarily appealing to potential clients.
Therefore, picking a template with some visual appeal in the form of unique fonts and visual aids is a good starting point. Once those are set, users can easily change the text on the template to ensure that the client gets a custom proposal.
Prospero is a tool that does a great job when it comes to providing unique templates that are well presented to help guide the user to complete their envisioned proposal through the template. Even though there are plenty of templates to choose from, the process isn’t overwhelming.
Picking the perfect template can win half the battle. From there, it’s just about being fully transparent and concise with the client. This is essentially when the client must meet specific monetary terms.
Wrapping all that into a document that’s quick to read and easy on the eyes will close plenty of deals. The creative process is intuitive and light, even for people with little to no design experience.
Once you’re all done with that, you can focus on making your contracts legally binding, hence, adding your e-signature and your client’s.
Options to Add an E-signature to Proposals
There are different ways to stamp digital proposals with e-signatures to get the ball rolling.
Use Prospero’s Built-in E-signature Feature
If you’re already creating your proposal with Prospero, there’s no need to rely on third-party tools for signatures. Prospero comes with a fully integrated e-signature feature that lets you and your client sign documents directly within the platform.
Once your proposal is ready, simply toggle on the e-signature option before sending. Your client will be able to sign in one of three ways: by drawing their signature, typing it out, or uploading an image. Prospero also supports multiple signers, and each signature is tracked with a timestamp and IP address for added security and accountability.
Why use Prospero for e-signatures?
- No need to export your proposal to PDF or switch platforms
- Supports drawing, typing, or uploading a signature
- Works seamlessly across devices
- Secure, legally binding, and audit-ready
- Lets you track when your proposal is opened and signed
By handling everything from proposal creation to signing, Prospero keeps your workflow fast, smooth, and professional.
Google Docs
Google Docs now offers a basic built-in e-signature feature, but it is still best suited for simple workflows rather than formal or high-value contracts.
It works well for quick approvals, internal agreements, or early-stage proposals. For legally sensitive documents, more advanced e-signature tools are usually a better choice.
Option 1: Use Google Docs Built-in E-Signature
Google has introduced a native e-signature feature, which allows you to add signature fields directly inside a document.
Steps:
- Open your document in Google Docs
- Click Insert
- Select E-signature (or “Signature” depending on your version)
- Add a signature field
- Assign it to yourself or the recipient
- Send the document for signing
What this does well:
- Keeps everything inside Google Docs
- Simple and easy to use
- No need for external tools for basic signing
Limitations:
- Limited audit trail and verification features
- May not meet strict legal or compliance requirements
Option 2: Draw a Signature (Basic Method)
If the built-in feature is not available, you can still insert a signature manually.
Steps:
- Click Insert → Drawing → New
- Select the Scribble tool
- Draw your signature using a mouse or touchscreen
- Save and insert it into the document
Limitations:
- This is just a visual signature
- It does not provide authentication or legal validation on its own
When to Use Google Docs for E-Signatures
Google Docs is a good option when:
- You need quick, informal approvals
- You are working on drafts or internal documents
- Legal enforceability is not a top priority
For client-facing proposals, contracts, or deals involving money, using a dedicated e-signature tool is usually more reliable and professional.
With this method, the system will save the signature in that person’s Google Drive for use in the future. The biggest problem with this method is that the signature has no legal backing. Certain documents may require some form of extra validation to become legally binding.
DocHub: an Alternative to Google Docs
Alternatively a solution like DocHub can be used to authenticate proposals as well. Using DocHub can be considered the second method to add a signature to a Google Doc. DocHub is a company that offers solutions for signing documents.
It has a Google extension that users can activate on Google Docs. The process of creating a signature can be similar to one that Google Docs offers directly.
The main difference is that the signatures through DocHub have the company’s backing. This backing legitimizes the signature at a level that’s not obtained with a simple drawing. When neither of these two options is appealing, inserting an image of the signature on paper can do the trick.
When inserting an image of an actual handwritten signature, it’s always a good idea to ensure the picture is perfectly clear. Going the extra mile and making sure that the picture can be zoomed into to verify the signature makes it easier to validate.
Even if the proposal file is originally in Word format, it can easily be converted to a Google document. All that the user has to do is upload it to a Google Drive and then open it within the drive. That will make all of these options to add an E-signature that Google Docs offers available to them.
How to Add an E-signature to PDF Files
Adding a signature to a pdf file can be done in two different ways. You can either insert a picture of your signature as explained above or use a tool like DocHub to get the proposal signed.
If you have DocHub downloaded and added as an extension to your browser, opening the PDF through Google Drive will enable the DocHub feature if the extension is active.
Then, there’s the option to add the signature from a picture file. That option may also require that the PDF opens with a program that allows for direct editing. Not all of the programs that run PDF files are going to enable editing.
Knowing that not all programs will allow edits to PDF files makes the DocHub option better. The DocHub site is accessible outside of Google Drive. In that case, the user must upload the PDF file directly to the site.
People who still want to use the picture file option can look for an external PDF editor tool. There are decent options available online; just a quick Google search away. Privacy may not be a priority for these sites; that’s another element to consider.
Common Mistakes to Avoid
Many delays in proposal approvals don’t happen because clients aren’t interested. They happen because of small, avoidable mistakes in the signing process. Fixing these can significantly speed up approvals and improve your close rate.
1. Sending Unsigned or Incomplete Proposals
One of the most common mistakes is sending a proposal without your own signature or with missing sections. This creates uncertainty and often leads to unnecessary back-and-forth.
Before sending, make sure:
- Your signature is already added
- All sections (pricing, scope, timeline) are complete
- The document is ready for immediate approval
A complete, ready-to-sign proposal signals professionalism and builds trust.
2. Using Unclear or Low-Quality Signature Images
If you’re inserting a signature as an image, poor quality can make the document look unprofessional and harder to validate.
Avoid:
- Blurry or pixelated signatures
- Cropped or partially visible images
- Signatures with messy backgrounds
If you’re using image-based signatures, ensure they are clean, clear, and easy to recognize.
3. Not Tracking When Clients Open or View Documents
Sending a proposal without tracking means you’re operating blindly. You won’t know if the client has seen it, reviewed it, or ignored it.
This often leads to:
- Poorly timed follow-ups
- Missed opportunities to re-engage
- Longer response times
Using tools that track views and signatures helps you follow up at the right moment and close deals faster.
4. Using Incorrect File Formats for Signing Tools
Not all file formats work smoothly with e-signature tools. Sending the wrong format can create friction or even prevent clients from signing altogether.
Common issues include:
- Files that can’t be edited or signed easily
- Formats that require additional downloads or software
- Compatibility issues across devices
Whenever possible, use widely supported formats like PDFs or platform-based proposals that allow direct signing.
5. Overcomplicating the Signing Process
The more steps involved in signing, the higher the chance a client will delay or drop off entirely.
Avoid workflows that require:
- Downloading files
- Printing and scanning
- Switching between multiple tools
Instead, aim for a simple process where the client can open, review, and sign in just a few clicks.
Tips to Close Deals Faster
Closing deals quickly isn’t just about having a good proposal, it’s about reducing hesitation and making the signing process effortless for the client. Small changes in how you present and send your proposal can significantly improve conversion rates.
1. Sign First Before Sending
Start by adding your own signature before sending the proposal to the client. This signals confidence and shows that you are fully committed to the agreement. It also removes unnecessary back-and-forth and encourages the client to take action immediately.
When clients see a fully completed proposal, they are more likely to respond quickly because the document already feels finalized and ready to proceed.
2. Keep Your Proposal Short and Focused
Long, overly detailed proposals often slow down decision-making. Instead, focus on clarity and relevance.
A strong proposal should:
- Clearly outline what you are offering
- Avoid unnecessary or repetitive information
- Focus on outcomes rather than long explanations
The easier it is for a client to understand your offer, the faster they can approve it.
3. Use a Clear and Action-Oriented CTA
Your proposal should always guide the client toward the next step. A vague ending can cause delays, while a clear call-to-action encourages immediate response.
Instead of generic endings like “Let me know your thoughts,” use direct CTAs such as:
- “Accept & Sign to Get Started”
- “Approve This Proposal to Begin the Project”
- “Sign Here to Move Forward”
This removes uncertainty and makes the expected action obvious.
4. Follow Up at the Right Time (24–48 Hour Strategy)
Timing plays a major role in closing deals. If a client hasn’t responded, don’t wait too long to follow up.
A good strategy is:
- First follow-up: 24 hours after sending the proposal
- Second follow-up: 48 hours later if there is still no response
Keep follow-ups short, polite, and focused on helping the client move forward rather than pushing for a sale.
Check out Prospero’s Automated Emails and Reminder’s Feature
5. Reduce Friction with Mobile-Friendly Signing
Many clients review and sign documents on their phones, especially when they are busy or on the move.
To improve sign-off speed:
- Use e-signature tools that work smoothly on mobile devices
- Avoid formats that require downloading or printing
- Ensure signatures can be completed in a few taps
The fewer steps involved in signing, the faster clients will complete the process.
Wrapping Up
Knowing how to quickly and legally authenticate your proposals will save you a lot of time/back and forth with your clients. You’ve already done all the hard work of getting the deal, why waste time with signatures. Use any of the methods outlined to authenticate the legality of your contractual agreement.
What’s more? You can easily get your proposals created, sent and signed using our tool, Prospero. It’s very easy to get started with it.
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