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E-signing

Terms of business, signed online.

Set the fee, payment terms and guarantee for each client, then send your terms as a link. The client reads and signs on any device, without an account, and you both get a copy by email.

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  1. 02
    E-signing

    Clients sign your terms online.

    Send your terms of business as a link.

    • No login. Clients read and sign on any device.
    • Full audit trail. Who signed, their role, when and from where.
    • Locked copy. The exact version they agreed to is kept as signed.

At a glance

No login for clientsThey open the link, consent, then type or draw their signature.
A full audit trailName, role, email, time, internet address and browser are recorded with each signature.
A copy that never changesThe exact version they signed is kept, with a fingerprint that shows it hasn’t been altered.

01How it works

  1. You doSet this client’s termsFill in the fee, payment days and guarantee period, and tick the clauses that apply.
  2. Koho doesSends and chasesThe signer gets a branded link. Reminders go on day 3 and day 7, and you’re told if they still haven’t signed.
  3. You getSigned terms on fileBoth sides get a copy by email, and the signing record sits with the client.

02Your terms, not a template

Koho starts you with a standard set of terms, but you can bring your own. Upload your agency’s existing terms of business and Claude splits them into clauses in your own wording, adding the fields that change per client: the client’s name, fee, payment days, guarantee and state. Nothing is saved until an admin has read it through.

Terms are versioned. Once a set has been sent it is never edited; a revision becomes a new agreement, so you always know which version each client accepted.

03What the signing record holds

When a client signs, Koho records their typed name, role and company, the email the terms were sent to, the time (in UTC), their internet address and browser, and the signature itself. It also stores the exact document they saw, with a SHA-256 fingerprint, and the version of the consent wording they agreed to.

Signing records can’t be edited, and a signed agreement can’t be deleted. The record is kept for the life of the agreement and seven years after it ends.

04Built with the Electronic Transactions Acts in mind

The signer consents to signing electronically, is matched to the email address the terms were sent to, and the copy they signed is kept unchanged. If a client agrees by replying to an email instead, you can log that too; Koho labels it as weaker evidence and never shows it as a signature.

Free guideTerms of business checklistWhat to include in an Australian recruitment agency’s terms of business: placement fees, guarantee periods, cancellation fees, candidate introductions, confidentiality and how to get them signed. Free calculatorPlacement fee calculatorA free recruitment placement fee calculator for Australian agencies: work out the first-year package with super, the fee at your percentage, GST and the total to invoice. Free templateTerms of business templateA free terms of business template for Australian recruitment agencies placing permanent candidates: placement fee, guarantee, cancellation, confidentiality and general clauses, to copy or download and adapt. ComparisonA DocuSign alternative for terms of businessDocuSign, Adobe Acrobat and Koho compared for getting a recruitment agency’s terms of business signed: Australian pricing, sending limits, data hosting and what each is built for.

E-signing questions.

Anything else? Ask us at hello@koho.au.

Does the client need an account to sign?

No. They open the link, tick the consent box, confirm their name, role and email, and type or draw their signature on any device.

Can we use our own terms of business?

Yes. Upload your existing terms and Koho splits them into clauses in your wording, with fields for the client, fee, payment days, guarantee and state. An admin reviews them before anything is saved.

What does the audit trail record?

The signer’s name, role, company and verified email, the time, their internet address and browser, the signature, and the exact document they signed with a SHA-256 fingerprint.

What happens if a client doesn’t sign?

Koho sends reminders on day 3 and day 7, then tells the consultant. Links expire after 30 days by default, and an admin can change both.

Can a client decline?

Yes, with an optional reason, and they can download a PDF of the terms at any point before deciding.

Get your terms signed this week.

Koho opens each workspace by invitation. Tell us about your agency and we'll set yours up.

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