E-Sign a Completed Inspection

Once you have finished an inspection and marked it as complete, you can send the report to your clients and other parties for electronic signature without leaving SwiftReporter. This combines your completed PDF report with a contract and delivers it to the right people for signing in one step.

Prerequisites

Before you can send an inspection for signing, three things need to be in place:

1. A contract template set up under Contract Templates.
2. A default contract template on the inspection template selected under Template Settings in the Contract & Signing section.
3. The inspection must be marked as Completed so the Send for Signing button becomes available.

Setting Up a Contract Template

If you have not yet set up a contract template, go to Contract Templates in the sidebar. From there you can build a reusable template using SwiftReporter’s DocuSeal-powered template builder. You define the document layout and fields plus the required signers.

Once a contract template exists, go to your Inspection Template, open Template Settings, scroll to the Contract & Signing section, and select it from the Default Contract Template dropdown.

Sending for Signing

When an inspection is marked as Completed and a contract template is configured, a Send for Signing button appears in the inspection action bar.

To send:

1. Open the inspection detail page.
2. Make sure the inspection status is Completed.
3. Click Send for Signing.
4. A modal titled Send for Signing opens.
5. The modal lists eligible signers from your contract template, including their name, email address, and role.
6. Required signers are pre-checked and optional signers can be adjusted for this inspection.
7. Click Send for Signing in the modal.

SwiftReporter then generates the completed PDF report, attaches it to the contract document, and emails each selected signer a secure signing link.

Tracking Signing Status

After sending, the Contracts card on the inspection detail page shows the current status of the contract, such as Sent for Signing, Signing in Progress, Signed, Declined, Expired, or Cancelled.

What Signers Receive

Each selected signer receives an email from SwiftReporter containing a personalised link. Clicking the link opens an embedded signing experience powered by DocuSeal. The signer can read the full contract document, fill any required fields, and sign electronically.

No account or app download is required for signers. The experience works entirely in a web browser on any device.

Signed Documents

Once all parties have signed, the signed PDF copy is stored against the inspection and can be accessed through the Contracts card on the inspection detail page. Designated recipients automatically receive a copy by email once signing is complete.

Frequently Asked Questions

Can I send for signing before the inspection is complete?
No. The inspection must be marked as Completed before the Send for Signing button becomes active.

What if a signer’s email address is wrong?
Update the correct email address in the Contacts section for that person before sending.

Can I resend or remind a signer?
Yes. The Contracts card on the inspection page shows each signer’s status and supports follow-up through the signing flow.

Can I use a different contract template for a specific inspection?
Yes. The default template is pre-selected but you can choose a different one before sending if needed.