Contracts — User Guide

Who can use Contracts

Your workspace must have the Opportunities module installed, then the Contracts module (free from Marketplace — not auto-installed). Your role must include the relevant permissions (view, create, update, delete, restore, force.delete, assign, send, accept, convert as needed).

Without assign, you only see contracts assigned to you.

List & table

Open Contracts from the sidebar (Sales). Search by title, filter by status, opportunity, or assignee, or toggle My Contracts. The table shows the latest note; hover a truncated preview to read the full note.

• Users with restore can filter Active / Include deleted / Deleted only, then Restore a soft-deleted contract from the row menu
• Delete permanently requires contracts.force.delete — granted to the workspace owner by default

Create & edit

1. Click New contract
2. Choose the related Opportunity (required) — use New to create one inline when you have opportunities.create. Selecting an opportunity auto-fills Title (when empty), Party name (from the opportunity contact or company), Value, Currency, and Assignee when the opportunity assignee is eligible (workspace owners are not listed). You can still change the fields afterward. End date must be on or after start date.
3. Optionally link a Quotation (only shown when the Quotations module is installed). If the opportunity has exactly one quotation, it is selected automatically; with multiple quotations, pick one or leave none
4. Enter a start date (required), optional end date, and optional rich-text Description and Notes (headings, lists, bold/italic/underline)
5. Optionally set an assignee (requires assign)
6. Save

Edit from the row menu or the record page while the contract is still Draft. After Send for signature or Activate, content fields are locked; use status actions and assignment instead.

Status workflow

A contract starts in Draft. Move it forward with:

• Send for signature (draft → sent) — marks the contract as sent for signature (does not email the customer by itself). Also issues a customer accept link (regenerated when you copy the link or email the customer).
• Activate (sent → active) from the CRM, or let the customer sign via the public link
• Activate without signature (draft → active) — internal activation without a customer link (contracts.update)
• Expire (active → expired or sent → expired) or Terminate (draft / sent / active → terminated)

Invalid transitions are rejected with a validation error. Expiring or terminating clears any outstanding accept link.

Customer acceptance (e-signature v1)

When a contract is Sent, staff with contracts.send can Copy accept link. Emailing a Sent contract also appends the link to the message.

Customers open /#/accept/contracts/{token} (no login), review the contract summary, enter their name and email, and confirm. That marks the contract Active, records signer name/email/IP on the record, and invalidates the link. Regenerating or re-emailing creates a new link and invalidates the previous one. Links expire at the earlier of end date (end of day) or 30 days.

This is a lightweight accept page — not a full customer portal. Multi-signer and third-party e-sign providers remain deferred.

Create invoice

Once a contract is Active and Invoices is installed, use Create invoice from the record page or row menu (contracts.convert):

• Creates a new draft invoice. Line items come from the linked quotation when it has lines; otherwise a single line uses the contract value
• The invoice is linked via contract_id (and quotation_id when a quotation is linked)
• You can create more than one invoice from the same contract (progress billing). The table shows a Billed badge after the first invoice
• If the linked quotation already has an invoice, the confirm dialog warns you — the API still allows the extra invoice
• Without Invoices installed, the action is hidden; the API returns a validation error if called directly

Download PDF

Download PDF is on the contract record page. It generates a branded PDF using your Settings → Branding button color, logo (when uploaded), and company profile — plus party, dates, value, description, and notes.

Email customer

After you Send for signature (status is no longer Draft), use Email customer on the record page (contracts.send). The dialog pre-fills the opportunity’s contact or company email when available; you can add CC recipients, edit the subject and message, and choose whether to attach the PDF. When the contract is still Sent, the message also includes a customer sign link. Delivery uses your workspace email configuration and appears in Settings → Email logs.

Assignment

Users with assign can set or clear the assignee from the record page or the create/edit form. The assignee receives an in-app notification when someone else assigns them.

Notes & activity

• Description and Notes — rich-text memos on the contract (shown on the overview; also printed on the PDF)
• Notes tab — free-form comments on the contract
• Activity — timeline of create, update, assignment, status change, invoice creation, note, email, signature request, signed, and delete/restore events