Managing Contracts
Last updated
Last updated
Effective contract management is crucial for ensuring smooth business operations. By using a CRM system, you can efficiently create, manage, and monitor contracts from a centralized platform. The integration with Autenti speeds up the signing process and makes it more convenient, enabling seamless digital signature workflows. This combination provides a streamlined approach to managing contracts from start to finish.
Flexible Contract Generation
You can generate contracts not only for individual clients but also in bulk for your entire list of customers, providing flexibility and efficiency.
To access the Contracts feature, ensure the Contracts module is enabled. If it’s not visible on your existing list, navigate to the list settings, scroll down to the System Modules section, and switch the Contracts module to ON:
Once the Contracts module is enabled, it will appear in the main navigation list for all customers and on the client card for individual customers, making contract management even more accessible and intuitive.
The foundation of effective contract management is the creation of well-structured contract templates. By developing comprehensive templates that cover various types of agreements—such as service contracts, non-disclosure agreements, and vendor agreements—you streamline the process of contract generation. These templates should include key terms, conditions, and clauses relevant to each specific type of contract, ensuring consistency and compliance with organizational standards.
During the contract generation process, you can easily select the appropriate template from a pre-defined list, saving time and reducing the risk of errors. This approach not only automates the workflow but also enhances efficiency by allowing users to focus on customizing essential details rather than starting from scratch for each new contract.
You can access the section for managing contract templates in two ways:
From the Main List View Click on the Generate Contracts icon in the main list view. Then, select the Manage Templates option. This will display a list of all your existing templates along with the option to Add contract template.
From the Client Card Open a client card by clicking on the client’s name. In the Contracts section, click the Generate Contract button. Then, select Manage Templates to view your list of templates and create new ones if needed.
Upon clicking the "Add New Template" button, you will be taken to the template creation view, which is thoughtfully organized into three distinct sections: Template Name, Markdown Instructions, and Text Editor. Let's dive into details.
Template Name
Here, you can assign a unique and descriptive name to your template, allowing for easy identification and retrieval in the future.
Markdown Instructions
This section provides a comprehensive guide on utilizing Markdown syntax, empowering you to effectively format your contract content with clarity and precision. Additionally, the data contained in Client Details will be automatically retrieved, allowing you to specify which details should be inserted in specific sections. This enables you to create a universal contract template tailored to your needs.
To make your templates dynamic, you can use Markdown parameters.
For example, if you include the [AUTO_NAME] parameter in your template, the system will automatically pull the Name from the Client Details section on the client card:
You can also create your own parameters in the template, such as [SALARY] and define it's value later on in the generating contracts process.
Also, if you create a custom field in the client details section, such as Sales Source, you can also include these parameters in the contract using the formula [AUTO-CF_CUSTOM_FIELD_NAME]. For example, the markdown for Sales Source will be formatted as follows: [AUTO_CF_SALES_SOURCE].
Editor
In this expansive text editor, you have the flexibility to create, customize, and hone the content of your contract template, giving you the tools to craft documents that meet your requirements.
You have two options for creating a contract in the editor.
Write the contract directly
This option is straightforward, but the contract may not appear as visually polished in the end.
Use basic HTML and CSS
This option allows you to design a fully customized and professional-looking contract tailored to your specific needs.
Let's create an exemplary Partnership Collaboration Agreement which will serve as a tool for formalizing a collaborative project between your company and client, Mateo Ramirez.
Within the contract template, we have used predefined markdown parameters such as: [AUTO_NAME], [AUTO_STREET], [AUTO_POSTCODE], [AUTO_CITY], [AUTO_COUNTRY], and [AUTO_VAT_ID].
These parameters will be automatically pulled from the client card for Mateo Ramirez. This ensures that all relevant information is populated seamlessly, creating a personalized contract without the need for manual input:
Additionally, in our template we included a custom parameter: [MY_COMPANY_NAME] which we will define in the next steps.
Once the template is ready, hit the Save button to create and store the template. This will make it available for future use when generating contracts for your clients:
Additional actions
For every template in the list, you will find three action buttons conveniently located on the right-hand side:
View (Eye Icon)
This button allows you to preview the template’s content in a new window, giving you a clear and immediate look at how the final product will appear.
Edit (Pencil Icon)
By clicking this button, you can access the editing interface to make modifications to the selected template. This feature enables you to adjust text, images, and other elements to better suit your needs.
Delete (Trash Icon)
Clicking on this button will permanently remove the template from your list. A confirmation prompt will appear to ensure that you want to proceed with the deletion, as this action cannot be undone.
Before we start generating contracts for a client, it's important to define the statuses for these contracts. By default, you have three options: Temp, New, and Signed.
You can manually update a contract's status by going to the client’s card and selecting the appropriate status from the dropdown menu. This feature allows you to effectively track the contract's progress at every stage.
If you would like to change the names of the statuses or add new ones, you can do this in the main settings of your list. To access these settings, go to the main dashboard of the list and click on the Settings icon:
Then, navigate to the Statuses section, where you can:
Edit the names of existing statuses
Add new statuses to fit your workflow
Once your templates and contract statuses are set up, you can generate a contract for a client directly from their client card by clicking the Generate contract button in the Contracts section:
Next, choose the appropriate template from the list and click Select. This ensures the contract is tailored to the specific needs of the agreement.
Next, we will ask if you want to add the generated contract to the client’s card in the Files module (if enabled). If you choose to add it, the contract will automatically appear in the Files module.
During the process of generating the contract template, we not only include standard Markdown parameters, such as [AUTO_NAME] and [AUTO_EMAIL], but we have also created a custom parameter called [MY_COMPANY_NAME].
As a final step, you will be prompted to assign a value to this custom parameter. In our case, since our company is named The Best Company Ever, we will input that value. This ensures that the custom parameter is correctly replaced in the final contract document:
When you are ready, click the Generate button to see your new contract in the Contracts and Files modules:
In the Contracts Module, you have several options to manage your contract. On the right side, you will see three action buttons (icons):
Send Contract for Signature
Edit Contract
Clicking this icon takes you to a view where you can edit custom Markdown parameters values and choose whether to add the contract to the Files module.
Delete Contract
Selecting this icon will remove the contract from the system entirely. Use this option if the contract is no longer needed.
You don’t need to create contracts for each client individually. To make your workflow more efficient, the CRM includes a Bulk Contracts Generation feature that allows you to generate contracts for multiple clients on your list at once.
To do that, first select the Generate contracts icon located in the main list navigation:
In the next step, we will ask you to specify the clients to whom you would like to send the contract. In the Clients section, you have the following options to choose from:
All – Send the contract to all clients on your list.
With Status – Send the contract to clients with a specific status, such as "New" or "Negotiating," based on the statuses you configured when setting up the list.
With Category – Send the contract to clients assigned to a specific category. In our sample list, clients are grouped into categories such as content creator, marketing agent, SEO specialist, and social media manager. Depending on how you set up your categories, you may choose the appropriate one at this stage.
Now, choose the specific contract template that best aligns with your needs and requirements for this project. Ensure that you consider the details of each template, including the terms, conditions, and any relevant clauses that may impact your agreement:
Custom Parameters Limitation
When using the Bulk Contracts Generation feature for multiple clients, you will not be able to use templates containing custom Markdown parameters.
If you would like to receive an email with a link to download the contracts for the selected clients, enable the option Send me an email with a link to download the generated contracts.
Ready to generate the contracts? Click the blue Generate button and enjoy the automated contract generation process.
Congrats!
You have successfully generated contracts for the selected group of clients. You can find the contracts in the client cards. If you enabled the option to receive an email with a link to download the contracts, please check your inbox for that email.
All set? Keep reading!
Now that everything is set up, it’s time to send the contract to the client. Click the „Send documents for signing” icon and fill in the signer’s details. Make sure you select the Autenti E-signature as the signature type:
When you return to the Send documents for signing view, you will see that your contract is now awaiting your client’s signature:
When you send the contract through the Autenti platform, you will receive a confirmation notification. This notification will inform you that a new document has been successfully uploaded and is waiting for your viewing or was signed by your client. This ensures that you are immediately aware of the document’s status and can easily track its progress within the platform.
When you send a contract to a client for signature, they will receive an email notification that the contract is awaiting their signature, along with a button to access and sign the contract through Autenti:
Once the contract is signed in Autenti, its status in the CRM will automatically update to Signed:
This option allows you to send the contract to the client for signing. At this stage, you will need to provide essential details such as the signatory's first and last name, email address, company name, and VAT ID. Additionally, you can select the signing method for the client: either (if integrated with CRM) or Qualified Signature.
Streamline your workflow by integrating your list with , allowing for a more automated and efficient signing process. This integration not only saves time but also enhances the overall experience for both you and your clients.
How to Integrate
Read our to learn how to effectively integrate the tool with your CRM list and enable clients to sign documents electronically.
