Using eSignatures in ApplyEasy
ApplyEasy includes a built-in eSignature process that allows applicants and other required parties to sign documents digitally as part of the credit application journey.
Instead of downloading PDFs or printing forms, users are guided through a secure online signing experience. This helps reduce turnaround time, minimise errors, and ensure credit teams receive legally valid, time-stamped signatures.
The eSignature tool is powered by Annature and is fully integrated into the ApplyEasy workflow.
When to use eSignatures in ApplyEasy
Use the ApplyEasy eSignature process when:
Your application requires formal acceptance of terms, such as terms & conditions or privacy consent
Directors or guarantors must sign additional documents
You need a compliant and trackable signature process
You want applicants to complete the application fully online, end-to-end
How the eSignature process works
Step 1: Applicant completes and submits the application
Once all required fields are completed, the applicant confirms the information is correct and submits the application.
Step 2: ApplyEasy generates documents for signing
Based on your form setup, ApplyEasy automatically generates the documents required for signing. These may include:
Credit application summary
Terms & conditions
Director or personal guarantee
Any custom documents configured for your form
Each document can have one or more signatories, depending on the rules set by your organisation.
Additional features when generating documents to sign
Applicant details can be included as read-only fields, based on application data
Fields can be pre-filled and made editable if required
Application data (such as ACN, registered address, or registered date) can be inserted into documents
Placeholder fields can be included where signatories must enter information manually
All documents in the eSignature package follow a consistent design and layout
Step 3: Signatories receive an email to sign
Once documents are generated, ApplyEasy sends signing requests via Annature to all required signatories.
Each signatory receives an email with a link to review and sign
Clicking Review Documents opens the Annature signing window
All signing is secure and legally binding
At this point, the application status changes to eSignature Requested.
Step 4: Signatories review documents
In the Annature window, signatories can:
Review all documents
Download PDFs to review offline
View envelope information
If a signatory does not wish to proceed, they can select Decline envelope.
Step 5: Signing the documents
To sign:
Click 'Click to begin' to navigate to the required signature field
Select Sign here
Draw the signature when prompted
Step 5a: Witness signatures
If necessary for legal or compliance adherence, credit managers can also nominate that an eSignature recipient have a witness to observe the signing, confirm the signer’s identity, and provide their own signature. The witness is expected to sign on the same device as the signer.
Witness signature status is tracked and visible from the application dashboard, and witness signatures are stored with other signed documents and available for download.
Step 6: Completing the signing process
After signing all required fields:
Select Finish signing
The user is redirected to a page set by your organisation, such as your website
Step 7: Additional signatories complete signing
If multiple signatures are required:
Each signatory receives a separate signing link
ApplyEasy tracks the status of each signatory
The eSignature process is completed only after all required signatures are captured
Tracking and managing eSignatures
View signing progress
Credit managers can view signing progress by:
Opening the application in the ApplyEasy inbox
Selecting the eSignature tab
Until all signatures are completed:
Documents can be previewed only
eSignature certificates cannot be downloaded
eSignature envelope statuses
The eSignature envelope progresses through the following statuses:
Status Name | Description |
DRAFT | The eSignature envelope is in the process of being created on the Annature system. Usually, this is a status that is visible only temporarily, as the status will change to “SENT” as soon as the setup is completed. On rare occasions, if the envelope fails to get created, it might be stuck in “DRAFT” status, requiring the support team to intervene. |
SENT | Once all the recipients included in the eSignature request have been emailed the request to sign, the envelope status will be changed to “SENT.” |
IN PROGRESS | When at least one recipient has viewed the eSignature document, even if they do not sign the document, the status of the envelope will change to “IN PROGRESS.” |
COMPLETED | When ALL recipients have completed signing the documents (or recipients that are no longer required to sign are deleted from the envelope), the status of the envelope will change to “COMPLETED.” |
Recipient statuses
The recipients of the eSignature request will move through the following statuses:
Status Name | Description |
SENT | Each recipient included in the eSignature request will be emailed a separate request to sign the documents, and once the email is sent, the recipient’s status will be changed to “SENT.” |
FAILED | If the email fails to be sent to any single recipient, the status for that recipient will be changed to “FAILED.” The most common reason for this failure is when the applicants copy/paste email addresses with formatted special characters. |
VIEWED | When a recipient clicks on the Annature link in the email notifying them to sign the documents, and they view the documents, the status changes to “VIEWED.” |
DECLINED | Once the recipient views the eSignature document, they have the option to sign or decline to sign. When a recipient declines to sign the document, the status of the recipient will be changed to “DECLINED.” |
COMPLETED | When a recipient completes signing the document, the status will be changed to “COMPLETED.” |
Managing recipients
Updating a recipient email address
If a signing request fails or an incorrect email address was provided:
Open the Options menu next to the recipient
Select Edit Details
Update the email address
The signing request is resent automatically.
Deleting recipients
You may remove recipients if:
Only a minimum number of signatures are required
A signatory is unavailable and remaining signatures are sufficient
Rules to note:
At least one recipient must remain on the envelope
Only recipients who have not signed can be removed
Once all remaining recipients have signed, the envelope status changes to COMPLETED, and signed documents become available in ApplyEasy.
Viewing and downloading completed documents
View completed eSignatures
Once Annature confirms completion:
The application status updates accordingly
Signed documents become available in the application view
Download signed documents
After all required signatures are completed and the application reaches eSignature Received, you can access:
Signed PDF documents
Signing timestamps
Completion certificate containing:
Signatory name
Email address
IP address
Date and time signed
Signature
Frequently asked questions
Can I resend an eSignature request?
Yes. If the documents have not been signed, open the Options menu next to the signer and select Resend Envelope.
Why was no eSignature envelope created?
This may occur due to:
A system communication issue between ApplyEasy and Annature
Form rules not matching the application data
A mail server issue during delivery
If this occurs, contact your account manager for assistance.
Need Additional Help?
If you need further assistance, click here to contact our Support Team.