Create, Send, and Manage a Contract

The following steps are how you create, send and manage a contract.

Step 1: Create Contract

Option 1: Start from scratch

• Go to Payments ➝ Documents & Contracts
• Click on New> Contract
• Go to Contract Elements to learn how to create a Contract

Option 2: Start from a Template

• Go to Payments ➝ Documents & Contracts
• Click on Templates
• Select your Template and Click Use Template

Step 2: Send a Contract

Adding a Recipient in the Contract

• Adding a recipient in the document is vital for document management, tracking, and execution.
• You may add more than one recipient.
• Assign each signature to the appropriate recipient.

Contract Progress and Status

Documents have states representing their progress or status in a flow.

• Draft: Indicates the document is still being worked on and has not yet been sent or finalized. It's a stage where changes and revisions are common.
• Waiting for Others: The document has been sent but is awaiting action, usually signature, from the recipient. It might be coupled with reminders or expiration dates.
• Finalized: The document has fulfilled its intended purpose, such as being signed by all parties, and is now considered complete and unalterable.

Step 3: Client Signs the Contract

The recipient will receive an email or notification with a link to the document, or they can access it through a shared portal.

Review the Document: Before signing, the recipient should carefully review the document's content, including details of the proposal or estimate, terms and conditions, etc.

Locate the Signature Placeholder: The document will have a designated area for the recipient's signature, marked by a placeholder or specific instructions.

Sign the Document: Depending on the system in use, the recipient might:

• Sign electronically using a mouse, touch screen, or other input device.
• Use a standardized electronic signature based on their typed name.

Optional Actions:  The recipient would also be able to:

• Change the Color of their signature
• Change the script style of their signature

Accept and sign, or Cancel: Once the recipient has signed the document and completed any additional actions, they will need to submit or save the changes, thereby finalizing their part of the process. Or Cancel if they choose not to proceed with it.

Additional Contract Functions

These actions are typical functionalities that allow users to manage and control their documents.

Edit: Modify the content, format, or details of a document.

Clone: Create an exact copy of a document, useful for repetitive tasks or templates.

Delete: Permanently remove a document, often subject to permissions and organizational policies.

Mark as Completed: Manually set a document's status as finalized, indicating no further action is required.

Download PDF: Offers the ability to download the document as a PDF, preserving formatting and providing a universally accessible file format.

Signature Certificate

FAQs

Can I send a document to multiple clients?

Yes, you can. The first person is the primary.

Does the system capture the legal data required to validate a digital signature? 

Yes, we capture some required data from the recipient automatically and generate a signature certificate after the document has been signed or marked as completed. We capture the following data and add it to the signature certificate.

• Name of the recipient
• Recipient email
• The document sent on Date with the timestamp.
• Document viewed on Date with a timestamp.
• Document signed on Date with timestamp
• IP Address
• Location
• Signature

Can I download the pdf and send it to the client instead of emailing it?

Yes, the download option is available inside the builder under three dots.

Can the client download a pdf without signing the document?

Yes, the document can be downloaded by the potential lead/contact before signing or finishing the document.

Will my client receive a copy of the signed document after finishing?

You must turn this notification ON. Please refer to the Contract Notifications help article for more details.

Can I edit a document after my client has signed it?

Yes, a document can be moved to draft even after the client has signed it. However, moving to draft will erase all signed data and the signature certificate and must be sent again to the receiver for signing.