What Is a Signature Line on an Invoice, and Why Should You Add One?
A signature line on an invoice is a designated space where either the business issuing the invoice, the client, or both parties can sign to acknowledge the terms of the transaction.
It serves as a formal agreement that defines the responsibilities of both the service provider and the client, making the payment terms, services provided, and any contractual details clear.
To add a signature line to an invoice or estimate, follow the steps below.
Note, Invoicer does not currently support e-signatures (e-signatures are a future feature upgrade). This guide shows you how to add a signature line that you and your customers can add a signature to.
How to add a signature line to an invoice or estimate
In the editor, go to the Terms section:
Click into the terms section, add a number of blank lines, and then add the following line:
Signature: _____________________________________
Your terms will now look something like this:
This will show up on the PDF document like this:
Feel free to adjust the blank lines above the signature to get the right spacing for your document.
Why Is a Signature Line Important?
Adding a signature line to an invoice offers several key advantages that benefit businesses and their clients.
Legally Binding Agreement
In many industries, a signed invoice can be legally binding, confirming that both parties agree to the terms stated. Signed invoices can help protect businesses in cases of payment disputes, as a signed invoice can be used as evidence of an agreed-upon transaction.
Increases Client Accountability
A signature indicates that the client has reviewed and accepted the invoice details, along with the amount due, payment deadline, and scope of work. Signing an invoice makes it more likely that they will follow through with timely payments.
Enhances Professionalism and Trust
Including a signature line adds a professional touch to an invoice, reinforcing trust between businesses and clients. It shows that your company values transparency and operates with clear contractual terms.
Plus, many clients also feel more comfortable working with service providers who document agreements formally.
Useful for Large Transactions and Ongoing Projects
For businesses handling large invoices, milestone payments, or ongoing projects, a signature line ensures both parties acknowledge each phase of the payment process.
It provides documentation of client approval at different stages, reducing the risk of miscommunication or non-payment.
Helps with Dispute Resolution
In cases where a client questions an invoice or claims they never approved the charges in it, a signed invoice serves as proof of agreement. It is especially valuable when dealing with late payments or contested fees.
Supports Compliance in Regulated Industries
Some industries, such as legal, healthcare, and financial services, require additional documentation and formal approvals for transactions.
A signature line can help businesses in these fields meet compliance standards by ensuring proper authorization of services and fees.
When Should You Include a Signature Line?
While not all invoices require a signature, it’s highly beneficial in the following situations:
Freelancers and consultants who provide services based on agreements or contracts.
Businesses handling large transactions where both parties need formal acknowledgment.
Companies working with new clients to establish trust and prevent potential disputes.
Service providers who need client approval before starting work or delivering final products.
Subscription or retainer-based services that require clients to confirm recurring payments.
To add a signature line to your invoices in Invoicer.ai, read below for step-by-step instructions.