This tutorial is a continuation of training around the BEO functionality within Releventful. If you haven’t had a chance already, be sure to watch the first tutorial that covers how to create a BEO and how to build your own custom BEO layouts. That tutorial is titled, “BEO Creation” and can be found at help.releventful.com.

In this tutorial we will review how to share the BEO with your client and how to request their signature.

To request the client to sign the BEO, open the BEO from the existing invoice.

Ensure that the client signature section has been added to the layout. To check if the signature section has been enabled, select the settings gear at the top of the page and select “Update BEO Layout.”

Check to see if the box is checked for the “Add E-Signature” section.

Back on the BEO, select the person icon at the top of the page. Select the option to share the BEO with the client.

This action should also enable the signature request if that section has been added to the BEO. When enabled, the two icons for sharing with the client and requesting client signature will turn green. You will also see a notification bar at the top of the screen that informs you that you are awaiting the client signature and that the signature request is pending.

Back on the quick-close invoice screen you will see a yellow icon alongside the BEO indicating that the BEO is awaiting the client’s signature.

Please keep in mind that this action creates visibility for your client, but the client is not aware of the BEO until you share it with them by selecting the “Send to Client” button on the quick-close invoice screen. As a best practice, when you have enabled sharing of the BEO with your client, select the “Send to Client” button on the quick-close invoice screen to inform the client of the BEO and their need to provide a signature.

Select “Preview” at the top of the quick-close invoice screen to see all the invoice items and BEO available to the client. At the top of the page, you will see a tab for each invoice item, and a final tab for the BEO. If you have required the client to sign the BEO, there will be a signature box at the bottom of the page for them to do so.

As a reminder, you can ask the client to sign both the contract and the BEO. If signatures are enabled for both of these items, they will be required to sign twice, once for each on the contract tab and the BEO tab.

When viewing the BEO, you can download it directly from this view with the “Download BEO” button at the top of the page.

Once the BEO is signed by the client, when you open the BEO from the editor, you will see a green bar at the top of the page indicating that the BEO has been signed. You will also see a green checkmark alongside the BEO menu title on the left-hand side.

If you ever need to remove a signed BEO once the client has reviewed and provided their signature, select the button at the top of the page for “remove signed BEO.”

Do you need to access other BEO layouts that you have created for this event? You can still open the BEO and switch to other BEO layouts without impacting the client’s experience if the BEO has been shared with them. The layout that was enabled when you shared the BEO with the client is the version they will see.

For example, if I shared my primary BEO layout with the client, I could still open this BEO and switch to one of my other layouts. In this example, I will switch to my Back of House layout. When I do that, I can see the newly populated layout on this display and choose to print it if needed.

A new icon will appear at the top of the page when this action is taken. This icon will allow you to swap out the previously shared layout the client was sent with the new one being viewed. If selected, Releventful will update the client’s BEO to the selected layout.

We hope that this tutorial has been helpful in explaining how to share a BEO with your client and how to request for a client’s signature on a BEO. For more helpful resources and tutorials, be sure to visit help.releventful.com.