Sending documents for e-signature

Once a document is generated from a deal, you can collect a legally binding electronic signature without leaving Ikigai. Signing is powered by the SignWell e-signature service: Ikigai uploads your reviewed PDF, SignWell emails the client a secure signing link, and every status change flows back to the deal automatically.

Sending for signature

1. Generate and review the document on the deal ("Create & send for signature").
2. The recipient is the deal's primary contact — their name and email are attached to the signature request, so make sure the contact has a valid email address.
3. Click "Send for signature". The document status changes to "Sent" and the client receives an email from SignWell with the signing link. No account is required on the client's side.

Tracking the signature status

The document's status on the deal updates in near-real time as the client acts:

Status	Meaning
Sent	Delivered to the recipient's inbox.
Viewed	The client opened the document.
Pending	Partially signed — waiting for remaining signers.
Signed	Fully signed. The completed PDF is pulled back into Ikigai automatically.
Declined	The client refused to sign.
Bounced	The email could not be delivered — check the address.
Expired	The signing window elapsed unsigned.
Canceled	The request was voided on the sender's side.
Error	The signature service reported a problem.

Every document has a signing window — 14 days by default. If the client doesn't sign in time, the status becomes "Expired".

After signing

• The signed PDF — with the signature applied — is stored next to the original: the deal shows both "Download" (the sent version) and "Download signed" (the completed version).
• Signature events feed automations: the triggers "Document signed" and "Document expired" are available on the automation board, so you can move the deal to the next stage the moment the contract is signed, or create a follow-up task when a request expires.

Why this is legally binding

SignWell produces a completed document with an audit trail of the signing session. Ikigai stores the completed file unchanged, and the document content itself was frozen at generation time — what the client signed is exactly what you reviewed.

Tip: watch for the "Bounced" status right after sending — it means the email address is wrong, and fixing the contact's email and re-sending takes a minute.