How to Use Documents & Contracts

What is the Documents & Contracts Feature?

The Documents & Contracts feature is a built-in tool within your CRM that allows you to create, send, and track professional documents like contracts, proposals, and estimates. Located within the Payments section, it helps you manage legally binding agreements by providing tools for templates, e-signatures, payment collection, and workflow automation. This centralizes your document management, eliminates paperwork, and helps you close deals faster.

Key Benefits

Centralized Management

Manage all your contracts and proposals from a single dashboard, saving time and ensuring your team always knows the status of every document.

Custom Templates

Speed up document creation by reusing prebuilt templates for recurring agreements, which also ensures consistency and professionalism.

E-Signatures with Audit Trail

Collect legally binding signatures online. A certificate records signer details, IP address, and timestamps for legal protection and a seamless client experience.

Integrated Payments

Add one-time or recurring payments directly inside your contracts, allowing you to close deals and collect revenue without a separate invoicing step.

Workflow Automation

Automatically trigger actions when a document is created, sent, viewed, or signed. This reduces manual follow-up and helps move deals forward efficiently.

Using the Documents & Contracts Dashboard

The dashboard is your central hub for viewing and managing all your agreements.

Accessing the Dashboard

To open the dashboard, navigate to Payments → Documents & Contracts from the main left-hand menu. From the dropdown, select All Documents & Contracts to see every document, regardless of its status.

Filtering Documents

Use the date filter to narrow your view. By selecting a start and end date, you can easily track documents created or sent within a specific timeframe.

Understanding Document Status

The dashboard organizes documents into tabs for easy tracking:

• Draft: Documents that are being created or edited.
• Waiting for others: Documents that have been sent and are awaiting signature or action.
• Completed: Documents that have been fully signed and processed.
• Payments: Documents with associated payment activity.
• Archived: Documents that have been filed away for record-keeping.

Each document row displays key details like Title, Status, Customer, Date Modified, and Value. A three-dot menu next to each entry provides quick actions such as View, Clone, Mark as Completed, Download PDF, Convert to Template, Share via Link, Move to Draft, or Mark as Declined.

Creating a New Document

Click the + New button at the top right of the dashboard to create a document in one of three ways:

• New Document: Start from scratch using the drag-and-drop editor.
• Upload Existing PDF: Import a PDF file and add signature or text fields to it.
• Import from Template Library: Select a pre-existing template to use as a starting point.

Working with the Document Editor

The editor provides a flexible environment for building your documents.

Adding Elements

You can add various elements to your document, including text, images, videos, tables, and product lists. To create fillable fields for signatures or information, you can insert elements like Signature, Text Field, Date, Initials, and Checkbox. After adding a field, use the Properties panel on the right to assign it to a specific signer.

Page Management

For multi-page documents, you can add, duplicate, or remove pages as needed.

Using Document Variables

Insert dynamic placeholders such as Created Date, Reference Number, and Sub-Account Name. These variables will automatically populate with the correct data when the document is sent.

Content Library

Save frequently used sections or full pages to a centralized Content Library. You can then drag and drop these saved items into any new document or template, and customize them as needed after insertion.

Setting Up Recipients

Define who needs to sign or receive the document. You can add multiple recipients and set a signing order (sequential or simultaneous), assigning specific fields to each person.

Configuring Payment Settings

Add payment options directly within the contract. You can choose between One-Time or Recurring billing and enable payments to be collected upon signing.

Editing the Email Template

Before sending, you can choose and edit the email template that accompanies the document. This ensures the recipient receives an accurate and professional message.