How to Create and Send Document or Contract Templates
This article guides you through the process of creating professional document or contract templates — such as proposals, estimates, or service agreements — and sending them automatically using workflows. You’ll learn how to build templates, insert custom data, trigger automated sending, and track document statuses in your CRM.
What is the Documents & Contracts Feature?
The Documents & Contracts feature allows you to:
- Create branded, legally binding templates
- Automate sending based on workflow triggers (e.g., tag added, pipeline stage changed)
- Eliminate manual follow-up
- Streamline sales or client onboarding processes
Templates can include logos, pricing tables, custom values, and signatures, helping deliver documents at the perfect moment.
How to Create a Document or Contract Template
Step 1: Open a New Template
- Go to Payments > Documents & Contracts > Templates
- Click + New → Create New Template
- Name your template (e.g., “Proposal”)
Step 2: Design the Template
Use the Add Element options to build your document:
- Image: Upload your logo or branding
- Text: Add terms, descriptions, or instructions
- Custom Values: Insert dynamic fields like name, email, etc.
- Product List: Auto-fill items/services with pricing
- Signature Box: Allow clients to sign electronically
Tip: Click Save to store the template for reuse. You can edit it later from the Templates tab, but changes won’t apply retroactively to sent or drafted documents.
How to Send a Document Manually
- Go to Payments > Documents & Contracts > Templates
Click the ( ⋮ ) 3 dots beside your chosen template and select Use Template
On the left panel, click Recipients > select a contact
- At the top right, click Send > Send via Email
How to Send a Document Automatically via Workflow
You can trigger document delivery using automation — for example, when a tag is added or a deal stage changes.
Note: Ensure your template is saved and your contact has a valid email.
Step 1: Create a Workflow
- Navigate to Automation > Workflows
- Click + Create Workflow > choose Start from Scratch
Step 2: Add Triggers and Actions
Choose a Trigger (e.g., Tag Added or Opportunity Updated)
Add the Send Documents & Contracts action:
- Name the action
- Select who the document should be sent from
- Choose the saved template
- Decide whether to Send Directly or Create as Draft
- Click Save and Publish
How to Track Document Status
Track every document’s status from the dashboard:
Go to Payments > Documents & Contracts > All Documents and Contracts
Use the status tabs at the top to filter by:
- Drafts
- Waiting for Others
- Completed
- Payments
