# Signing and uploading your documents

> How to sign a file from Victavio in any PDF app, upload the signed copy to your bid, ask Victavio AI "Look good?", and what is checked before you send.

Last verified October 2026. Page: https://victavio.com/learn/victavio-signing-and-uploading

Victavio prepares your bid files. You sign them. Here is how to sign a file from Victavio, put the signed copy back on your bid, and have Victavio AI check it before anything goes out.

## Every PDF from Victavio is flattened

Every PDF Victavio hands you is a plain, flattened PDF. That holds for downloads, shared links, the final package, and the files attached to an email draft or a portal response. The words Victavio filled in are part of the page, not loose form fields. So a signature you add stays in place in any PDF app on a computer, tablet or phone, and the buyer sees the same page you saw.

## Sign a file

1. Open the bid in your pipeline. On Your bid, find the step marked Needs your signature.
2. Press Download to sign.
3. Open the file in any PDF app. Sign and date where the step shows you, such as the signature of offeror box.
4. Save the signed file.

Victavio never signs or dates for you. Follow the solicitation if it asks for a certain kind of signature, such as a wet ink signature.

## Upload the signed copy

On the same step, press Add my signed file and pick your signed copy. On a computer you can also drag the file onto the step. Victavio puts it on its step and looks for your signature:

- **Signed and placed** means it found one. Approve it when you are ready.
- **Placed, but it does not look signed** means it found none. Check each signature spot.

## Ask "Look good?"

Open the chat and ask "Look good?" Victavio AI opens your signed copy and looks at each page. It tells you where your signature is, then names anything still missing, such as a blank date or a box you did not tick.

## A change after you signed

Need a fix after you signed? Ask Victavio AI, for example: "Fix the suite number on my signed quote. Keep my signature." It saves a new version with your signature kept, and you can undo it. If your business details change later, the step may say your signed copy is out of date. Press Update my signed copy to put in the new details and keep what you added.

## The check before you send

At Approve all, and again when Victavio writes the email draft, it reads every file that goes out, your signed copies too. It compares each one with your business profile and Business details: the legal name, the address, the UEI and CAGE code, and the signer's printed name and title. If a file shows a different address or signer, you see one plain line with a one-tap fix. It warns you and never blocks you. You can press Approve anyway.

## Then you send it

Victavio never sends, submits or pays for you. When your files are approved, Send it shows how the notice says to respond. For email, open the draft in your email, read it and press Send. Then press I submitted this on your bid page, so Victavio keeps the package and keeps watching the bid. See [You click Submit](https://victavio.com/learn/you-click-submit) for timing and receipts.

## Official sources
- [FAR 2.101: Definitions (signature or signed)](https://www.acquisition.gov/far/2.101)
- [FAR 4.502: Electronic commerce in contracting](https://www.acquisition.gov/far/4.502)
- [FAR 52.212-1: Instructions to offerors](https://www.acquisition.gov/far/52.212-1)

This lesson is general information, not legal advice. Rules change. Check the official source before you act.
Victavio is a Kilobytez LLC product.
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