Setting up Signatures in LeadSimple
The Signatures workspace lets you send documents for electronic signature directly from LeadSimple, attach signed PDFs to the right contact, deal, or process, and reuse the same documents across your team. This article walks you through the full setup, from enabling the feature to sending your first signed document.
Before you start: Signatures is available on certain plans. If you don't see a Signatures item in the left navigation, contact your Account Manager to have it turned on for your account.
Step 1: Open the Signatures workspace
In the left navigation, click Signatures. You'll land on the Documents view. From here you can switch between two tabs at the top of the page:
Documents — every signature request your account has sent or received, including pending, completed, declined, expired, and failed requests.
Templates — reusable documents (PDFs) that your team can drop into a workflow or attach to a record.
Both tabs hold their place when you click them or visit them directly, so you can bookmark either one.
Step 2: Create a reusable template
Templates are the foundation of most signing workflows. Once a template is built and its fields are mapped, anyone on your team can send it without rebuilding it each time.
Click the Templates tab.
Click Upload template and choose a PDF from your computer (for example, a management agreement, owner welcome packet, or lease addendum).
When the upload finishes, the document opens in the builder.
In the builder, drag the field types you need onto the page — signature, initials, date, text, checkbox, and so on.
For each field, set a clear field name (you'll use this when mapping fields in Step 3) and assign it to a signer role (for example, Owner, Manager, Tenant). Signer roles are how LeadSimple knows who fills out which fields.
Mark fields readonly if LeadSimple should fill them in and the signer should not be able to edit them. Leave them editable if the signer should be able to change the value.
Click Save and close the builder.
Your template now appears as a card on the Templates tab. The card includes a note that prefill mapping is configured when the template is used in a workflow step — you'll do that next.
Step 3: Map template fields to LeadSimple data (prefill)
Prefill is one-way: LeadSimple data flows into the document so signers don't have to retype information you already have. Field mapping is what makes prefill work.
Open the workflow step or prepared document where the template is being used (see Steps 4 and 5 for both paths).
Click Field mapping.
For each field in your document, choose the matching LeadSimple merge tag. The editor groups merge tags by source (Contact, Deal, Process, Lease, Property, Unit, and so on) and supports search, so you can type "rent" to find every rent-related tag.
LeadSimple suggests likely mappings based on the field name (a field named tenant_email will suggest the tenant email merge tag). Suggestions never overwrite a mapping you've already saved — accept or replace each one explicitly.
Click Save.
If the document is attached to a concrete record (a specific deal or process), you can click Preview to see the actual values LeadSimple will substitute. For workflow templates at design time, preview values aren't shown until a real task uses the template — this is intentional, so you never confuse a template preview with a real send.
Step 4: Add an e-signature step to a process or pipeline
This is the most common way to send signatures: as a step inside a workflow, so the request goes out automatically when the workflow reaches that task.
Open the process or pipeline you want to add signing to, and edit the workflow.
Add a new step and pick the E-signature step type.
Choose either a saved Template or a Prepared document.
Map each signer role in the document to a LeadSimple recipient:
In a process, map signer roles to contact roles, assignee roles, or specific users.
In a pipeline, map signer roles to pipeline signer roles, assignee roles, or users. On a specific deal, you can then assign individual contacts to those signer roles.
Set the signing order if signers must sign in sequence (for example, manager first, owner second). Leave it open if the order doesn't matter.
Configure the wait behavior — usually you want the workflow to pause at this step until all signers complete the document.
Save the step.
When the workflow reaches this step, LeadSimple sends the request. Once every signer has signed, the signed PDF is stored privately in LeadSimple, the task is marked complete, and the document appears on the parent process or deal with a link back to it.
Step 5: Send a signature on a single contact, deal, or process (prepared documents)
If you don't need a workflow — for example, a one-off addendum for a specific owner — use a prepared document instead.
Open the contact, deal, or process record.
Open the Documents panel on that record.
Click Upload to add a new PDF, or pick from your saved Templates.
Click Open builder to add fields and signer roles, the same way you did in Step 2.
Click Field mapping and map fields as in Step 3. Because this document is attached to a real record, you'll see actual prefill values in Preview.
Assign each signer role to a real contact on the record.
Click Send.
Step 6: Track what's been sent
Go to Signatures → Documents to see every request the account has sent. Each row shows the document name, the parent record (the process, deal, or contact it belongs to), the signers, and the current status — pending, completed, declined, expired, or failed.
Click any row to open the request, see the signed PDF when it's complete, and jump back to the parent record. Long file names truncate cleanly so the list stays readable.
Troubleshooting
"Required field is missing a value" when sending. A field that's mapped to a LeadSimple merge tag is required, but the data isn't filled in on the record — for example, the template needs an owner phone number and the contact doesn't have one. Open the record, fill in the missing value, and resend. Optional mapped fields with blank values are skipped automatically, so the signer can fill them in.
The signer doesn't see a field they should be filling out. Open the template in the builder and check the field's signer role. If a field is assigned to the wrong role (for example, Manager instead of Tenant), only the Manager will see it. Fix the role and resave.
A signer can edit a field LeadSimple should have locked. Open the field in the builder and turn on Readonly. Readonly and editable settings are preserved every time the document is sent.
I uploaded a new version of the PDF but the fields look wrong. Reopen the template in the builder, drag any new fields into place, and save. LeadSimple refreshes the template's metadata automatically when you save and close the builder — you don't need to sync anything manually.
I see a request in Documents labeled "One-off" with no LeadSimple contact. That's a signature that was completed outside a LeadSimple workflow but still landed in your account's history. It will show the signer's email address. This is expected — it's there so your account-level ledger is complete.
I don't see the Signatures item in my sidebar. Signatures is a paid feature and has to be turned on for your account. Reach out to your Account Manager to enable it.
What's next
Once your first template is live, the fastest wins are usually:
Adding an e-signature step to your owner onboarding process so the management agreement goes out automatically.
Building a lease addendum template that you can drop onto any deal that needs one.
Reviewing the Documents tab weekly to clear any pending requests that have been sitting too long.
If you run into anything that isn't covered here, reach out to support and we'll help you sort it out.