How to Sign Documents

Covered here:

E-Signing, Explained

Electronic signatures have been recognized by law in the U.S., Canada, Europe, and Australia since the early 2000s. An e-signature is just as valid as a signature on paper. But it means you don’t have to take time from your busy schedule to drop by your accountant’s office or snail-mail a document. Instead, sign the document on your client portal, using TaxDome’s quick and easy e-signing feature. 

If you have a document awaiting e-signature, you’ll be alerted by a notification on your dashboard. Click it to review the document.

All documents that have signatures pending for your account are displayed in your Documents tab under the Signatures subtab. 

You’ll find this information about your pending document here:

  • NAME: The document’s name.
  • SIGNER: The email of the person who needs to sign. If a signature is requested from two or more users, you can see their email addresses by hovering your mouse over the icon next to the email.
  • STATUS: The document’s status will be in one of these three:
    • PENDING E-SIGNATURE. It is awaiting your e-signature.
    • SIGNED: All users have signed.
    • DECLINED SIGNATURE: All users have declined to sign.
  • DATE UPLOADED: The date the document was uploaded to TaxDome.
  • DATE REQUESTED: The date the document was sent to you to be e-signed.

E-Signing Firm-Prepared Documents

To review and sign a document, follow these steps:

1. Click on the pencil icon to the far right of the document’s name.

2. Review the content in document viewer, then click the fields to e-sign where requested. A Fields to fill counter at the top will help you along. Click the Next button to highlight the next field. Note: You cannot sign a document until all fields are filled in. 

3. Once all fields are filled in, click SIGN. If your accountant has requested KBA-based authentication, click SIGN WITH KBA, answer the questions to verify your identity, then click FINISH. You get two attempts to pass the KBA and need to answer at least three out of five questions correctly.

You can also decline to sign electronically by clicking on the Decline to sign link, and then the OPT-OUT OF ELECTRONIC SIGNATURE button. If you do, get in touch with the firm you use to discuss other options.

Could I Use My ITIN instead of My SSN for the KBA?

No. An Individual Taxpayer Identification Number (ITIN) is issued to an individual for taxation purposes only. ITINs are not meant to be used as identification for obtaining credit. Credit systems won’t recognize them as anything other than an incorrect SSN, so they cannot be used for KBA.

The Document is Pending Signature, But There Are No Signature Fields 

If you see a document is pending signatures, but when you open it, you don’t see signature fields, either you don't need to sign it or you need to access the same account from another linked email address (for more details about this, go here). 

Sometimes a preparer requests a signature from both people who access an account (e.g., two spouses), but sometimes they may need just one of the two to e-sign. If a signature was requested from the other person, but they haven’t yet signed, the document will remain in pending signature status in the Signatures subtab. And, in this case, you won’t see signature fields when you open it on your end.