What is the Documents & Contracts Feature? #

The Documents & Contracts feature lets you create branded, legally binding templates — such as proposals, estimates, or service agreements — and automatically send them through workflows based on specific triggers like a tag being added or a pipeline stage change. This automation ensures documents are delivered at the right moment in your process, eliminates manual follow-up, and helps streamline your sales or onboarding workflows.

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Key Benefits of Sending Documents & Contracts Using Workflows #

Document automation helps streamline your service or sales pipeline while keeping interactions polished and compliant.

• Send contracts automatically when specific triggers happen
  
• Use reusable templates with dynamic content (custom values)
  
• Collect legally binding e-signatures in seconds
  
• Include pricing/product lists directly inside the document
  
• Track document delivery, signing status, and completion
  
• Set up workflows for follow-up actions once a document is signed

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How to Create a Document or Contract Template #

Templates are reusable and can include logos, custom values, pricing tables, and more.

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Step 1: Open a New Document Template
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• Navigate to Payments > Documents & Contracts > Templates.
  
• Click + New → Create New Template.
  
• Give your template a name (e.g., “Proposal”).
  

Step 2: Design the Document Template
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• Use Add Element to build the document:
  

• Image: Upload a logo or branding element.
  
• Text: Add contract terms, service descriptions, etc.
  
• Custom Values:  Insert dynamic fields like contact name or email.
  
• Product List: Include services or items with pricing pulled from your catalog.
  
• Signature Box: Add a space for the client to sign.
  
• Click Save to store your template for future use.
  

Note: You can edit a saved template anytime from the Templates tab. However, changes won’t apply retroactively to documents already sent or saved as drafts.

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How to Send the Document Automatically via Workflow #

You can automatically send a document template when a specific event happens, such as a tag being added or a pipeline stage change. To use the “Send Documents & Contracts” action, your template must be saved, and the contact must have a valid email address.

Step 1: Create a New Workflow #

• Go to Automation > Workflows
  
• Click + Create Workflow, and choose Start from Scratch.
  

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Step 2: Design the Workflow #

• Select a trigger (such as Tag Added or Opportunity Updated)
  
• Add the Send Documents & Contracts action:
  
  • Give the action a name
    
  • Choose the user the document should be sent “from”
    
  • Select the saved template (e.g., “Proposal”)
    
  • Choose whether to Send Directly or Create as Draft
    
• Click Save and then Publish the workflow.
  

Pro Tip: Use “Create as Draft” if you want to review and manually send documents later.

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What the Contact Receives #

Once triggered, the contact receives an email with a secure link to the document.

• The email includes their name and the proposal or contract details.
  
• They can click the link and complete the signature directly in-browser — no login or downloads required.

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How to Track Document Status #

You can monitor whether a document is in draft, sent, viewed, or completed — all from the Documents & Contracts dashboard.

• Go to Payments > Documents & Contracts > All Documents and Contracts.
  
• Use the tabs at the top to filter by:
  
  • Drafts
    
  • Waiting for Others
    
  • Completed
    
  • Payments
    

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Frequently Asked Questions #

Q: Can I edit a document after it’s sent?
Only if you selected “Create as Draft.” If sent directly, the document becomes locked and cannot be edited.

Q: What happens if the contact doesn’t sign?
The document remains in “Waiting for Others.” You can resend or manually follow up with the contact.

Q: Can I send documents to more than one person?
Yes, use Multiple Recipient Support to assign signature elements to multiple people in a single document.

Q: Can I collect payment when someone signs?
Yes. If your template includes a product list with pricing, you can enable payment collection using Stripe or another payment integration.

Q: Are signed documents legally binding?
Yes, Aiphilia’s e-signature process complies with major digital signature regulations for legality and auditability.

Q: Can recipients sign documents on mobile?
Yes — documents are mobile-friendly and can be signed directly from their phone’s browser.

Q: Can I preview the document before it’s sent?
Yes. Choose Create as Draft mode during setup to preview and manually send after final review.