Electronic Signatures

Summary: This tutorial video walks users through setting up electronic signature images that can be automatically placed on checks through Vantaca's Signature Approval process.

A tutorial video can be found at the conclusion of this article!

In Vantaca, you have the ability to upload signature images that can be automatically placed on checks through the electronic signature process of the invoice action item. These signatures can be specific to the company, the association, and even a bank account. This means, for example, that you can use a custom electronic signature image for checks written out of the reserve account that is different than the electronic signature that is used for the operating account.

To upload and manage signature images we go to the Settings -> Check Signatures page. Contact your System Administrator for access to this page.

Every management company should have a default signature image. To view your default signature image, click on the green paperclip and to edit the description, click Edit.

To upload a new signature image, click on the Signature Template button to load a .png file of the Authorized Signature line that you can use to print, sign on the line, and then scan to a saved file.

Once your file is saved, click the New Signature button then select your type.

• The default type will be used as the default for all checks printed in Vantaca with electronic signatures
• Selecting “Company” will prompt you to select from the companies established in your database on the Settings -> Company Info page.
• Selecting association will allow you to select from the associations in your association list.

Order of Priority

When a check is printed in Vantaca, the system will first look to see if there is a Signature image selected on the bank account level, as set up on the Association -> Bank Accounts page. If no signature is defined on the bank account, Vantaca will next look at the association level. If no signature image is uploaded for that association, Vantaca will next look at the company level. If no signature images are defined for the company, then Vantaca will print the default signature image.

In some scenarios, you may need a check with a double signature line. Attached to this article is a double signature line template that you may be able to use for your association check signatures.