How to add an electronic signature in QuickBooks on iPhone
What you actually have is an estimate, invoice or engagement letter sent from QuickBooks. Here is how it gets signed and sent back, on the phone in your hand — no printer, no scanner, no account.
Option A · free · nothing to install
The accept-and-sign link QuickBooks already sent you — free
If the email contains an acceptance link, that is the fastest route and it updates the sender’s records at the same time.
- Open what you have in QuickBooks. What you are dealing with is an estimate, invoice or engagement letter sent from QuickBooks.
- Get it to a screen that can sign. If the estimate has an accept-and-sign link, use it. Otherwise download the PDF and sign it from Files with Markup.
- Sign it. Tap the + at the bottom right of Markup, choose Signature, sign with your fingertip, tap Done, then drag the signature onto the line and pull the blue handles until it sits on the line rather than through the text underneath.
- Send it back. Email the signed PDF back to whoever sent it, or accept it in the QuickBooks link.
If this is a one-off, stop here. The free route above signs the document and sends it back. Where it gets slow is repetition: Apple Markup holds one signature and no initials, text boxes do not snap to the form’s lines, there is no date shortcut, and nothing you place is flattened into the page.
Option B · with Signed
Sign it with Signed instead
Same document, fewer taps — because the signature, the initials and the date are already saved, and everything you place is flattened into the exported PDF.
- Share the PDF into Signed. From the same share sheet you reached out of QuickBooks, pick Signed — or import the PDF from inside the app. It stays on your iPhone: nothing is uploaded and there is no cloud copy.
- Drop in the signature you already saved. Tap the signature line and place the signature you made once — drawn with a fingertip, typed in a real handwriting style, or generated with AI. You never redraw it per document.
- Fill in the rest of the page. Add the date, your initials, your name, text and checkmarks with the matching tools. Today’s date fills itself in and saved initials are one tap per page.
- Export a flattened PDF and send that. Export the signed copy flattened, so the signature and every field become part of the page rather than a layer someone can drag off it. Then email the signed PDF back to whoever sent it, or accept it in the QuickBooks link.
The catch with QuickBooks
Accepting an estimate in QuickBooks is what converts it in the sender’s books. A separately signed PDF may be perfectly valid to both of you and still leave their system showing the estimate as pending.
Signed signs PDFs. It does not convert file formats, sync your files, or send documents out for someone else’s signature — which is why anything that is not already a PDF goes through QuickBooks’s own export first.
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Signing from a different app
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Signed is a signing tool, not legal advice. Whether an electronically signed copy is accepted depends on the document, the counterparty and where you are — for anything high-stakes, check what your jurisdiction requires, including whether a notary or witnesses are needed. QuickBooks is a trademark of its respective owner and this page is not endorsed by or affiliated with it; Apple, Markup, iPhone and iOS are trademarks of Apple Inc. App interfaces change, so a menu may have moved since this was written.