Sign

Send a contract, lease or offer letter to be signed by link, on a phone or computer, and keep the signed copy with a record of who signed, when and from where.

Getting started

Sign is an add-on module. Your account owner adds it from Settings, then Modules.

1. Save the document as a PDF, or take a clear photo of it (JPG or PNG).
2. Open Sign and press the + button (Send a document to sign).
3. Add who signs and press Send.

To send documents, your role needs to be able to enter documents. Signers don't need a Mifumo account.

How to

Send a document to sign

1. Open Sign and press Send a document to sign.
2. Type the Title, for example Lease for Shop 4, and choose the Document. It can be a PDF, JPG or PNG of up to 10 MB.
3. Choose the Customer if it is for one. Their name, email and phone fill in the first signer.
4. If the link should stop working after a date, set the Last day to sign.
5. Type a Message to the signers if you want one. It shows on the signing page and in the email.
6. Under Who signs, type each signer's Name, and their Email or Phone.
7. Tick Sign one after another, in this order if each person should sign only after the one before.
8. Press Send, or Save as draft to check it first and press Send on the next page.

Signers with an email get their link by email, under your company name. For the others, copy the link on the document's page, or press Send on WhatsApp.

Sign a document you were sent

1. Open the link in the email or message.
2. Read the document. Press Open to see it full size.
3. Check Your full name and draw Your signature in the box with your finger or mouse. Press Clear to start again.
4. Tick the box to agree to sign electronically, then press Sign the document.

If you don't want to sign, open I don't want to sign, say why and press Decline.

Follow up and get the signed copy

1. Open Sign and the document. Signers shows who has opened and signed it, and whose turn it is.
2. Press Email a reminder to send the link again to everyone still to sign.
3. When everyone has signed, the status changes to Signed by everyone, you get a notification, and each signer gets an email with a link to the signed copy.
4. Press Signed copy, then Print or save as PDF. Keep it with the document: press Open the document to download the file that was signed.

To stop a document from being signed, press Cancel. The links stop working.

Settings

Sign has no settings of its own. Emails go out under your company name and logo, set in Settings.

Questions

Is an electronic signature legal in Tanzania?

The Electronic Transactions Act, 2015 recognises electronic signatures. Some documents, such as land transfers, wills and powers of attorney, still need a handwritten signature or a witness. Ask your lawyer if you are not sure.

How do I show the document wasn't changed after signing?

The signed copy shows the file's fingerprint (SHA-256). It is worked out from the file itself, so a changed file has a different fingerprint. Mifumo also refuses a signature if the stored file no longer matches what was sent.

Can I change the document after sending it?

No. Cancel it and send a new one, so nobody signs a different version.

Help guides

• Getting started: Sign up, set up your company with its TIN and VRN, choose your modules, invite your team and get Mifumo on your phone.
• Team, roles and permissions: Add users, give each one a role per company, build your own roles with the permission grid, work together with mentions, and import or export spreadsheets.
• Approvals: Maker-checker on the documents you choose. People who can't approve submit, an approver posts or sends back with a reason, and nothing reaches the books before approval.
• Sign-in and security: Passwords, passkeys, two-step sign-in with an authenticator app, a text message or email, recovery codes, requiring two-step sign-in for everyone, and staying signed in.
• Group of companies: Run several companies under one login, give people a group role in every company, record intercompany entries once, and read consolidated reports with intercompany balances taken out.
• Accounting: Your books in one place. Invoices, receipts, bills, expenses, banking, journals, VAT returns and financial statements, all posting to one double-entry ledger in TSh.
• Inventory: Stock products, warehouses, adjustments, transfers and stock counts with a barcode scanner, landed cost on imports, purchase and sales orders, the point of sale till, and stock reports.
• HR and payroll: Employees, monthly payroll with PAYE, NSSF, SDL, WCF and HESLB worked out for you, payslips, salary advances, per diem, leave, staff attendance by phone with GPS or QR, a shift roster, and final dues for leavers.
• CRM: Leads, a drag-and-drop pipeline of deals, follow-ups, quotes from deals, a full customer timeline, SMS and email campaigns, and your own mailbox synced in.
• Asset management: Keep a fixed asset register, charge depreciation, track who has each asset, and record disposals with the right journal entries.
• Project management: Projects with their team, tasks, board and timeline, time logged on timesheets, milestone and time invoices, and the margin of every project.
• FTTx projects: Track fibre roll-out purchase orders from your clients, the work you pass to subcontractors, and the money in and out on each PO.
• Transport jobs: Record each cargo trip with its trucks, drivers and deliveries, attach the proof of delivery, see the margin on every delivery, and turn the job into an invoice.
• Construction: Run each building contract with its bill of quantities, interim payment certificates, advances, retention, completion certificates and site costs.
• Manufacturing: Write recipes for what you make, plan production runs, issue materials from stock and put finished goods into stock at what they really cost.
• Pharmacy: Counter dispensing with patient and prescription details, medicines with TMDA numbers, first-expiry-first-out batches, expiry write-offs and the prescription register.
• Motor vehicles: Sell imported vehicles from proforma to invoice, complete and approve the internal Sale Sheet, take instalment payments, and pay sales commissions.
• Property management: Properties and units, tenants, leases and rent billed as invoices, arrears, repairs and statements for owners you manage for.
• Law firm: Matters and case management (stages, parties, tasks, documents), time and costs, billing a matter in one step, the client (trust) account kept matter by matter, a court diary with reminders, the conflict check log and the advocate compliance register.
• Livestock: A register of every animal or batch of birds, with health records, withdrawal periods, breeding and births, milk and eggs, and sales invoiced to the buyer.
• Helpdesk: Customer problems and requests as numbered tickets, each with someone in charge, deadlines to answer and to solve, replies by email and internal notes.
• Mining: Run each mine as a project, record the money it receives, see spending against those funds, and get a profit and loss for every mine and for the company.
• Field Service: Jobs your technicians do at the customer's site, each with a time slot, a checklist, the parts used from stock, the hours worked, the customer's signature on the phone, and an invoice from the job.
• Hospital: Patients, appointments and the queue from triage to the doctor, the lab, the pharmacy and the cashier. Wards with admissions, bed days and deposits, the theatre list and imaging. Bills split between the patient and their insurer, with claims and reports. The Pharmacy module is included.
• Sign: Send a contract, lease or offer letter to be signed by link, on a phone or computer, and keep the signed copy with a record of who signed, when and from where.
• Event ticketing: Set up an event with its ticket types, publish it after paying a one-off fee, and sell tickets from your own sale page. Buyers pay you by Lipa Namba or online, and get QR tickets by SMS and email. Ticket money goes straight to you, never to Mifumo.