For finance teams
Signed, approved and provable, with the auditors in mind
Finance work runs on documents that must be agreed by the right person at a known time and kept for years. AiresDocs gets engagement letters, mandates and declarations signed from the client's phone, routes internal approvals properly, and leaves a certificate that answers an auditor's questions without a meeting.
- Engagement letters signed before the work, renewed in bulk at year end
- Internal approvals recorded with time and identity
- A certificate that answers the auditor without a meeting
What finance teams send through AiresDocs
Each one is a template you set up once. The right-hand column says whether it can be signed electronically, and where the law asks for something more.
Engagement letter
Sign electronicallyScope of services, responsibilities, fees and terms, signed by the client before work begins and renewed annually.
A template with roles "Client" and "Firm"; bulk send the renewals from a spreadsheet of clients and fees.
Direct debit mandate or payment authority
Electronically, with careThe client's authority to collect fees or make payments on their behalf.
Check your payment provider's rules for electronic mandates; many accept them with the audit trail. Use an SMS code for a second factor.
Client declarations and ID
Sign electronicallyAnti-money-laundering declarations, beneficial ownership confirmations, a copy of an identity document.
Read-and-acknowledge documents plus an attachment field; add a government ID check where your risk assessment calls for one.
Internal approvals
Sign electronicallyPartner sign-off on a proposal, a write-off, a payment run or a change to terms.
Use an approver role: approve or reject without signing, with time and identity on the certificate.
Ready-made for finance teams
Add one to your templates in the app with one click: the wording, roles, routing and fields are already set up, and you can change any of it. They are a starting point, not legal advice, so read the wording and adapt it to your business.
Spend approval request
A colleague requests a purchase with the reason and cost; the budget holder approves before anything is ordered.
RequesterBudget holder (approves)
Business credit account application
A business customer applies for a credit account and accepts your credit terms; finance approves.
Applicant businessFinance approver (approves)
From agreed in principle to signed and filed
The same four moves every time, so the process does not depend on who is in the office.
- 1 Prepare
Any agreement ready in minutes
- 2 Send
To the right people, in the right order
- 3 Sign
From any phone, with nothing to install
- 4 Manage
Sealed, filed and provable
- 1
Prepare the letter and the pack
Engagement letter template with pre-fillable fees and services, the declarations attached as acknowledgements, an attachment field for ID, and an internal approver slot for non-standard terms.
- 2
Send with the right checks
Pre-fill the client's details, choose an SMS code or an ID check where your risk assessment says so, put the partner first as approver if needed, send.
- 3
The client signs from anywhere
They read, upload the ID document you asked for, tick the declarations and sign. Reminders chase on your schedule.
- 4
File it, keep it, prove it
The sealed letter and certificate are filed with the client. Reports show what is outstanding across the practice; retention rules delete on your schedule; the verification page answers any later challenge.
The features that do the work for finance teams
ID checks and a certificate auditors can read
Government ID verification where you need it, and a plain-English certificate with every event, identity method and fingerprint.
Approvers in the chain
Partner or FD approval before the client is invited, recorded with time and identity. Rejections carry a reason.
Year-end renewals in one batch
Every client's engagement letter from a spreadsheet, pre-filled fees, one certificate each, results exported for the file.
Retention rules and archiving
Keep for exactly the period your policy sets, with a warning before deletion; a copy of every email to your archive address.
Onboarding by link
New clients sign the terms and upload ID from a contract link on your website, with your approval before completion.
Practice management integration
New client in your system creates the engagement letter; "completed" opens the client file and raises the first invoice.
What it costs
A sole practitioner runs on Pro. A practice with several fee earners, shared templates, reports across the firm, retention rules and included ID checks runs on Team.
- Free £0 · 3 contracts a month
- Pro £12/month or £99/year · unlimited contracts, one person
- Team £29/month or £249/year · unlimited contracts, up to 10 people
Guides for finance teams
- Audit trails explained: what a completion certificate provesEvery line of a completion certificate, what it is evidence of, and the limits of IP addresses and timestamps.
- How to verify a signed contract has not been alteredHashes, seals, certificates and the verification page, and what a mismatch does and does not mean.
- GDPR and electronic signatures: who is responsible for whatController and processor roles, lawful bases, retention and signer rights when you e-sign.
Also built for
- SalesQuotes, order forms and service agreements signed while the customer is still keen.
- HR & recruitingOffer letters, contracts and policies signed before the candidate changes their mind.
- Landlords & letting agentsTenancy agreements, deposit paperwork and inventories signed from the tenant's phone.
- Agencies & freelancersProposals, statements of work and NDAs agreed in writing before the work starts.
- ProcurementSupplier set-up, purchase orders and spend approvals agreed in writing before money moves.
- Customer experienceWelcome forms, service changes and consents confirmed by the customer in minutes, on their phone.
Questions finance teams ask
For the law behind the answers, see when electronic signatures are binding. None of this is legal advice.
Will the auditors accept an electronic signature on an engagement letter?
An engagement letter is a simple contract and can be signed electronically under UK law; what auditors and regulators look for is evidence that the right person agreed to the right terms at a known time. The certificate gives exactly that, with the fingerprint of the signed letter. This is general information, not legal advice.
Can I get a signature and a tick on the money-laundering declarations in one go?
Yes. Put the declarations in the pack as read-and-acknowledge documents, add an attachment field for the ID document you need, and choose an ID check where your risk assessment calls for one. All of it is recorded on the certificate.
How do I renew engagement letters for every client at year end?
Bulk send from the engagement-letter template with a spreadsheet of clients and fees. Each client gets their own letter and certificate; the batch page shows who has signed; export the results for your records.
Can approvals replace a signature for internal sign-off?
Yes. Add the partner or finance director as an approver: they approve or reject without signing, and the approval with time and identity is on the certificate. A client-facing document can have an internal approver before the client is invited.
How long should I keep signed contracts?
Long enough to rely on or defend them: typically the life of the engagement plus the limitation period, six years for simple contracts in England and Wales. Set a retention rule on Team to delete after your chosen period, with a warning first, and export before anything is removed.
Send the engagement letter today; renew them all next April in an hour
Free for 3 contracts a month, no card needed. Unlimited contracts from £99 a year when you are ready, and you can cancel in one click.