How do I setup a proper workflow for filling out a form to getting form approved and then converted to PDF and sent to client for signature?

I am trying to setup a form that will populate customer information, products purchased, terms and conditions for a service agreement. I then want to be able to have the form approved and signed by a manager, then I would like a pdf version of the form containing the information that was filled in the form and the mangers signature sent to my client for them to sign.

Hi Morgan,

Thanks for reaching out to Jotform Support. I'll be happy to assist you today.

I can definitely provide some guidance and advice on how to build the workflow you described.

From what I understand, you're looking for a workflow that does this:

1. Form completion – A customer fills out the form with their personal information, products purchased, and agrees to the service terms and conditions.
2. Manager approval & signature – Once submitted, the form is routed to a manager who reviews it and adds their signature to approve.
3. PDF generation – After the manager signs, a PDF version of the form is generated containing both the customer’s information and the manager’s signature.
4. Client signature – That finalized PDF is then sent to your client so they can add their own signature to complete the agreement.

Do I have that right?

Hello Ray, Form Completion is done by my sales rep and then sent to the manager for approval and signature, and from there we need a pdf that contains the information from the form that was filled out, sent to the client for their signature.

If the flow is easier, we don't need a pdf sent to the customer, we need the form signed and then we could have everyone get a finalized version as a pdf. However, we can't have our customers setting up Jotform accounts so they can approve and sign our service agreement.

Hi Morgan,

Thanks for clarifying that for me. Good to know.

So a more accurate flow would be:

1. Sales Rep fills out the form with the customer information, purchased products, and terms.
2. Manager receives the submission → reviews it and signs off for approval.
3. A PDF is automatically generated that includes all of the filled-in information plus the manager’s signature.
4. That PDF is then sent to the client so they can add their own signature and complete the process.

Is that right? If so, I can get started in providing you some steps and guidance on how to achieve this.

Now in order to do this, I would need to clone the form you linked in your first message. Do I have your permission to do that? Rest assured your form will remain untouched and intact. I would just be making a duplicate of it under my own Jotform account so that I can provide accurate examples and advice based on how you built your form. I will also be deleting the copy I made of your form once we're done.

That is the correct flow and yes you can clone my form.

Thanks for confirming that, Morgan. And letting me clone your form.

Based on what you described, here’s how I would set this up so it flows from your sales rep -> manager -> client:

1. Sales rep fills the form — Build your Service Agreement Form with customer details, products, and terms.
2. Manager review + signature — Add an approval workflow so the submission is routed to the manager for review and sign-off. In Jotform, you create this in the Workflow/Approvals builder. [1]
3. Generate a PDF that includes the manager’s signature — Customize your PDF in PDF Editor and attach it to emails (Notification/Autoresponder) so it’s delivered automatically after the manager approves. You can attach the submission PDF directly from the email’s Advanced tab. [1]
4. Send to the client for e-signature (Jotform Sign) — After approval, send the document for e-signature using Jotform Sign (from the Sign Builder’s Share → Send to Sign, or via a Sign step in the workflow). [1]

I've added citation links in a few of steps which link to guides covering that specific topic.

Give these steps a try and let me know how it goes.

I can see you can attach the pdf to an email so the client gets a copy. How do I make that PDF something they can sign? Step 3 seems like the last automated part and then I would need to take the completed PDF upload it to Jotform and send it for signature.

This would be a good process:
Step 1: Client fills out service agreement request form.

Step 2: Manager gets an approval link by email → reviews submission → signs.

Step 3: Jotform routes the signed doc automatically to the Client’s email → they click and sign.

Step 4: Fully executed PDF is sent to all parties (and optionally to Google Drive/Dropbox/CRM).

Thanks for the additional information, Morgan.

If you want that same PDF to be signed by your client, you don’t need to manually re-upload it. Instead, you can use Jotform Sign so the PDF is automatically turned into a signable document.

Here’s how you can do it:

1. Add a Jotform Sign step in your Approval Flow (after the manager signs/approves). This allows you to send the completed submission PDF directly to your client for signature.

• Guide: How to Request Electronic Signatures With Jotform Workflows

1. In this Sign step, you can configure the document so it pulls the submission data + the manager’s signature into the PDF.
2. The client then receives a signable link (not just a static attachment). Once they sign, both you and the client automatically receive the final signed PDF.

This way, the process stays automated:

Sales Rep fills form → Manager approves/signs → Client receives signable PDF → Both get final signed copy.

I will work on this. Thank you so much. Stay tuned, as I might have more questions.

No problem at all, Morgan! Happy to be of assistance. We will be here ready to assist further should you need it, rest assured.