Contracts
Send a contract for signature
Create a contract from a template, complete the send wizard, and email a signing link to one customer.
What you will accomplish
You will create a contract from a template, walk through the send contract wizard, and email a signing link to one customer. When they finish, the signed PDF stays on their customer record for your team to download.
When to use this guide
Use this guide for one customer at a time, such as:
- A new storage customer needs to sign an agreement today.
- An existing customer adds a new vehicle and needs a new agreement.
- A customer needs a service authorization or waiver.
- You need to resend a signing link because the customer did not receive email.
Before you start
- The customer exists in Contacts.
- The customer's email on their record is correct (signing links go to this address).
- You created the contract template in Settings > Contracts & Documents.
- The related car is on the customer record if the agreement uses vehicle fields.
- If your template requires a payment plan, you have an active product and price in Payments.
- The agreement text is final and approved for sending.
Step 1: Open the customer record
- Open Contacts
In the sidebar, click Contacts, or go to Contacts.
- Find the customer
Search by name, email, phone, or company. Open the correct customer record.
- Confirm the vehicle (if needed)
If the agreement is for a specific car, check that the right vehicle appears on the record before you continue.
Expected result: You are viewing the customer who should sign—not a different person with a similar name.
Step 2: Start a new contract
On the customer record, scroll to Documents & Contracts.
- Click New Document
Click New Document in the Documents & Contracts section (top-right of that card, or in the empty state).
Shortcut: You can also drag a PDF onto the Add document tile—but for signed agreements, use Contract instead.
- Choose Contract
In the Add New Document window, click Contract—the option that says customers sign electronically from a template.
- Pick the template
In Select Contract Template, click the agreement that matches this customer—for example Car Storage Agreement.
Expected result: The app creates a Draft contract and opens the send wizard. If you stay on the customer page, click the new Draft card or choose Open contract to continue.
Step 3: Pick the contract template
- Choose the agreement
In the Select Contract Template window, click the template that matches this customer. Example: Car Storage Agreement.
You may see small badges such as Vehicle, Payment, or Team signs last. These tell you what the template needs before you can send.
Expected result: The app creates a draft and opens the send contract page in a new full-screen view.
Step 4: Contract setup
The first wizard step confirms who receives the agreement and any billing or notes your template needs.
- Read the step name at the top
Under Send contract, you should see Contract setup and a short description.
Use Back to customer (upper-left) if you opened the wrong person.
- Choose the vehicle (if shown)
If the template requires a vehicle, pick the correct car from the list.
Why this matters: Year, make, model, and VIN on the PDF come from the car you select here.
- Complete any setup fields
Some templates ask for a title, expiration date, payment line, or internal notes. Fill every item marked as required on the checklist panel.
If the template uses Team signs last, you will also see Counter-signers. Pick any team members who may sign after the customer, or leave Primary team admin. Any selected person can complete the facility signature.
- Click Continue
Click Continue at the bottom of the page.
Expected result: The wizard moves to Fill required fields. Your work saves automatically—you may briefly see a saved message near the top.
Step 5: Fill required fields
On this step you complete any team fields on the PDF preview—fees, dates, or notes your facility fills in before the customer signs.
- Use the checklist on the right
The right panel lists what still needs attention—vehicle info, team signature (if required before send), payment fields, and more.
Click an item to jump to that spot on the PDF.
- Type in each team field
Click a highlighted box on the PDF and enter the correct value. Use clear, customer-facing wording.
Expected result: Checklist items turn complete as you fill them in.
- Add your team signature (if required now)
Some templates need a facility signature before the customer receives email. If you see Team signature on the checklist, draw your signature in the box when prompted.
If your template uses Team signs last, you will sign after the customer—see Counter-sign after the customer.
- Click Continue
When the checklist is complete, click Continue.
Expected result: You reach Review & send.
Step 6: Review and send
- Read the summary
On Review & send, confirm the customer name, email, template, vehicle, and total (if payment fields are included).
Why this matters: This is your last chance to catch a wrong car or email before the customer sees the agreement.
- Click Send to customer
Click Send to customer (or Send).
A confirmation may ask you to verify the customer's email address. Read it carefully, then confirm.
Expected result: The contract status becomes Sent. The customer receives an email with a signing link.
- Save as draft instead (optional)
If a manager must review first, use Back to fix any step, or leave the page—the draft saves on the customer record with status Draft.
Send later by clicking the contract card and finishing the wizard.
Step 7: What the customer sees
After you click Send to customer, the customer receives an email with a link. They open it on a phone or computer—no app install required.
- Tell the customer what to expect
Say: "You will get an email from us with a link to sign your storage agreement. Open it on your phone or computer. The button may stay gray until you scroll through every page and sign where asked."
Why this matters: Customers who expect an attachment or a separate app often call support before they find the signing link.
- Optional: preview before you send
On Review & send, click Preview signing page if you want to see the same screen the customer will see—helpful when coaching someone on the phone.
Expected result: After signing, the contract status on the customer record updates. If your template uses Team signs last, status may show Awaiting team signature until a staff member counter-signs.
Step 8: Confirm on the customer record
Return to Documents & Contracts on the customer record.
Common statuses:
Draft — created but not emailed.
Sent — signing email went out.
Viewed — customer opened the contract.
Awaiting team signature — customer finished; your facility must counter-sign (see Counter-sign after the customer).
Signed / Completed — everyone who must sign has finished.
Cancelled — signing stopped before completion.
For downloads, resends, and amendments, see Review signed contracts and document history.
Resend the signing email
- Open the contract
On the customer record, click the Sent or Viewed contract card.
Expected result: The contract status page opens with progress steps and action buttons.
- Click Resend email
Click Resend email (mail icon) near the top of the status page.
Confirm the customer's email, then send.
Expected result: The customer receives another message with the signing link.
- Tell the customer what to expect
Ask them to check spam or junk if nothing arrives within a few minutes.
Cancel a contract before it is signed
Use Cancel contract when the customer should no longer sign that request—for example wrong template, wrong car, or wrong email.
- Open the contract card
Click the Draft, Sent, or Viewed contract in Documents & Contracts.
- Click Cancel contract
On the contract status page, click Cancel contract. Read the warning, then confirm.
Expected result: Status changes to Cancelled. The customer cannot finish signing that link.
Cancelled contracts stay visible for history, but the customer cannot sign them. Create a new contract if they still need a valid agreement.
What success looks like
- The contract appears in Documents & Contracts.
- The customer can open the signing link from email.
- Status moves from Sent to Viewed to Completed (or Awaiting team signature when your team signs last).
- Your team can download the signed PDF after completion.
Troubleshooting
What to do next
After the customer signs, use Review signed contracts and document history to download the PDF.
If your template uses Team signs last, continue with Counter-sign after the customer.