Signatures

What it's for

Signatures decides which document types need a signature before they go out, which capture methods count, and the consent wording a signer agrees to. It sits above every document Thermal issues — rental and lease agreements, quotes, invoices, work orders, inspection reports, and service agreements. Rental agreements, lease agreements, work orders, quotes, and service agreements check the row before they go out. Invoices and inspection reports do not yet. For work orders it decides whether a job needs the customer's sign-off before it can be completed.

Reach it from Settings → Signatures in the sidebar, at /settings/signatures.

Tabs

This screen has no tabs. It's one table, one row per document type.

Panels and controls

Standing note

Rental and lease agreements require a signature out of the box, and issuing one is blocked until it is signed. Work orders require the customer's sign-off out of the box too: a job cannot be marked complete until the customer signs or someone records why they could not. Set the work order to Not required and jobs complete without it; a signature can still be captured.

Quotes and service agreements start as Not required. An owner turns a quote on with Required to approve, or a service agreement with Required before issue. Those two are enforced. Invoices and inspection reports still show Not enforced yet, and Required before issue stays disabled for them. The note under the document name reads "Required before issue is disabled. This document issues the same way until enforcement is built."

Published versions are never edited. Saving a change publishes the next version, so a signature already taken stays tied to the wording that was in force when it was signed.

The policy table

Columns: Document, Signature (a Required / Not required badge for enforced types, or Not enforced yet for types that don't check a policy), Accepted methods, Consent (the consent version label), Policy version (a version number, or Thermal default if nothing's been published for that type yet), and Policy — an expandable editor.

Opening Set policy or Publish new version in the Policy column reveals: Signature (Required before issue / Not required — for a work order, Required to complete a job / Not required — for a quote, Required to approve / Not required — disabled on invoices and inspection reports), Accepted methods (Typed or drawn / Typed name only / Drawn signature only), Consent version (a label so a past signature stays traceable to the wording that was in force), Consent wording (the actual text a signer agrees to), and Reason for this change — required every time, since every save creates a new version rather than editing the last one. Publish version submits it.

If your org has no signable document types configured, the table shows "No signable documents configured."

What it accepts

Owners can publish a version for every document type. Office managers can publish the work order's sign-off policy only. Anyone else gets "Only an owner can change the signature policy." (or, for the work order, "Only an owner or office administrator can change the job sign-off policy."). Every published version also appears in Settings → Audit log.

How to configure it

• Turning Required before issue on for rental and lease agreements is already the default and already enforced — issuing is blocked without a signature.
• The work order's setting is the answer to the setup question "Do you require customer sign-off on every completed job?". A company that never answered it requires sign-off. Change it here at any time; internal fleet work never needs a customer signature either way.
• A quote left on Not required can be approved with the signature blank. Required to approve makes the customer sign on the shared link, in the portal, and when a technician presents the quote.
• A service agreement left on Not required saves in the status you pick. Required before issue saves a new Active or Due for Renewal agreement as Awaiting signature until the customer signs or an owner records a reason. See Set up a service agreement.
• Invoices and inspection reports cannot be set to required yet. The control stays disabled until that enforcement is built.
• The Consent wording you publish here is exactly what a signer sees at capture time — there's no separate template elsewhere.
• Because publishing always creates a new version rather than editing the last one, a past signature's consent language is never retroactively changed by a later edit.

Who can see it

• Owners can view and publish new signature policy versions for every document type.
• Office managers have access to the Settings area and can view this table. They can publish the work order's sign-off policy; every other row's Policy column shows "Owner only" instead of the editable control.
• Dispatchers and technicians cannot reach Settings at all.

The full role matrix is on Roles & permissions.