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DocuSign Native Integration

Updated

Send quotes for signature directly from Insightly and track their status without switching tools.

On this page:

What it does

The integration sends quotes out for signature from within the CRM, and covers the setup and the signing workflow that follows. Available on Enterprise plans only.

What it covers: requesting a signature directly from a quote, monitoring envelope status (Sent, Delivered, Signed, Completed) automatically inside Insightly, using existing quote templates, and required-field validation before sending. Once you authenticate with DocuSign, the login stays active for 30 days.

Setting up

An admin installs and enables the integration under System Settings > Integrations. Individual users then authenticate their own DocuSign account the first time they send a quote. Clicking Request Signature prompts a DocuSign login and a permissions grant for Insightly to send envelopes and retrieve status.

Creating a quote PDF

A quote PDF is required before you can request a signature.

  1. On an Opportunity, go to the Related tab, scroll to Quotes, and click New Quote.
  2. Fill in the required fields, particularly the recipient Contact’s quote email address.
  3. From the quote’s three-dot menu, click Create Quote PDF, choose a Document Template, and select Generate Document.
  4. Open the created quote to view the generated PDF under its Related tab, in the Quote PDFs section.

ℹ️ The recipient must be an existing Contact with a valid email address, or the signature request won’t proceed.

Sending for signature

  1. Open a quote that already has a generated PDF.
  2. Click Request Signature: available on the quote detail page, from the Actions menu in the Quotes list view, or from the Related Items section under Quote PDFs.
Requesting a Signature from the Actions Menu — The screenshot shows an open Actions dropdown menu on a Quote record in Insightly CRM, with “Request Signature” highlighted as the selected option. This illustrates how users can initiate a DocuSign signature request directly from a quote by navigating to Actions and clicking Request Signature.
  1. In the modal that appears, verify the recipient details. Confirm the recipient has a valid email address, and add or update the Contact’s details as needed.
  2. Click Send Document.

Only the most recently created quote PDF is sent. Once sent, status updates to Sent and can be tracked from the Quote PDFs panel.

Quote PDFs Section with Sent Document — This shows the Quote PDFs panel in Insightly CRM, displaying a sent PDF document with its name, document URL, status, creator, and date added. Users would reference this to understand how to track, manage, or request signatures on quote documents attached to a record.

What the recipient sees

The recipient gets an email from DocuSign with a link to review, sign, and complete any required fields through DocuSign’s own signing interface.

Quote Acceptance Signature Section with Date — This image shows the Quote Acceptance Information section of a quote, where a date (03/12/2025) appears in the Name field and a yellow “Sign” button is visible. This is relevant for users learning how to complete or submit a quote acceptance by adding their signature and name.

Insightly’s Quote PDFs table updates automatically as the envelope progresses:

  • Sent: delivered to the recipient
  • Delivered: the recipient has opened it
  • Signed: all required actions completed
  • Completed: the envelope is fully executed
  • Declined: the recipient declined; the envelope is voided

For more detail on any status, open the quote and click the Document URL to view it directly in DocuSign.

Configuring signature fields in templates

Quote Document Templates support DocuSign anchor tags (placeholder text inserted into the template) that convert into interactive fields when the document is sent. This lets you pre-position where recipients sign and fill in fields without manually placing them in DocuSign each time. Whoever maintains your quote templates can insert these directly in the source document (for example, in Microsoft Word) at the exact location where the field should appear.

A tab is the interactive field a recipient uses to take an action (signing, entering text, checking a box). An anchor tag is the text-based placeholder that specifies where that tab appears. The supported tags are:

Signature fields

  • Draw ({{docusign.drawTab}}) lets recipients draw their signature in the designated area
  • Initial Here ({{docusign.initialHeretab}}) inserts a tab where recipients must add their initials
  • Sign Here ({{docusign.signHeretab}}) places a signature tab requiring the recipient’s signature
  • Approve ({{docusign.approvetab}}) adds an approval tab for recipients to indicate consent
  • Decline ({{docusign.declinetab}}) inserts a “Decline to Sign” option

Recipient input fields

  • Text ({{docusign.texttab}}) adds a freeform text field
  • Number ({{docusign.numbertab}}) provides a numerical input field
  • Email ({{docusign.emailtab}}) inserts an email field requiring an email input
  • Checkbox ({{docusign.checkboxtab}}) places a selectable checkbox
  • Date ({{docusign.datetab}}) adds a date field for recipients to enter a date

Display-only fields

  • Date Signed: {{docusign.dateSignedtab}}}}. Automatically populates the date when the document is signed

When the document is sent via DocuSign, these placeholders convert into the corresponding interactive fields.

Common questions

A missing recipient email is caught by validation before sending, with an error shown for any incomplete required field. The integration currently supports quote PDFs only. Other record types aren’t available yet. If a status isn’t updating, confirm the DocuSign account is still authenticated, and check the envelope status directly in DocuSign if the issue persists.

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