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)

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.

Optional workspace toggles under Settings → General (Contracts installed) can require extra proof on the same accept page:

Setting	Customer must provide
Require phone on contract accept	Mobile number
Require signature image on contract accept	Drawn signature or uploaded image
Require ID document on contract accept	National ID / passport / other upload

Staff see phone, IP, signature method, and download buttons for the signature image and ID file on the contract record. Signature and ID uploads require the free Storage module — Settings disables those two toggles (and the API rejects enabling them) until Storage is installed. Phone-only does not need Storage. Soft-deleting a contract keeps evidence files; Delete permanently removes the signature and ID files from storage. Staff downloads are recorded on the contract timeline.

This is a lightweight accept page for one-shot e-sign. Logged-in document history lives in the Customer Portal module. 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. After a customer accepts via the public link, the PDF includes signer details and the signature image when one was captured (ID documents stay on the record download only, not embedded in the PDF).

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.

Renewal reminders

For Active contracts with an end date, EloSync sends an in-app Contract renewal due notification to the assignee (or creator) once per day while the end date falls within the workspace Contract renewal notice (days) window (Settings → General, default 30 days).

Auto-renew

On create/edit (draft) or from an Active/Sent contract record, turn on Auto-renew. An end date is required. When the contract is Active and the end date is reached (workspace timezone), EloSync extends the term by the same length overnight (contracts:process-auto-renewals), keeps status Active, and adds an auto-renewed timeline entry. Manual renewals remain available by editing dates on a new draft when auto-renew is off.

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, acceptance evidence download, and delete/restore events