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Managing Contracts

Once contracts are created and sent, you'll need to monitor their status, access signed documents, and occasionally make corrections. This guide covers the day-to-day management of contracts throughout their lifecycle.

Viewing Contract Status​

Access contracts from the Contracts tab within any project to see all contracts associated with that project.

Status Indicators:

  • Draft - Created but not yet sent
  • Sent - Delivered to customer, awaiting signatures
  • Partially Signed - Some but not all parties have signed
  • Complete - Fully executed with all required signatures
  • Void - Cancelled before completion
  • Cancelled - Terminated after signing

The contract list displays signature progress for each contract, making it easy to track which contracts need follow-up.

Contract Details​

Click any contract to view its details:

  • Signed Document - View the executed PDF with all signatures
  • Download PDF - Save copies for your records or distribution
  • Signature Records - See who signed, when, and from what IP address
  • Contract History - Track all versions and modifications
  • Audit Trail - Complete timeline of contract activity

All signature timestamps and records are preserved for compliance and record-keeping.

Voiding a Contract​

Void contracts that need significant changes before they're fully signed.

When to Void:

  • Wrong template or pricing discovered
  • Customer requests different terms
  • Significant changes needed before signing

How to Void:

  1. Open the contract
  2. Click Void Contract
  3. Confirm the action

Notes:

  • Only available before the contract is fully executed
  • Voided contracts are preserved for record-keeping
  • Creates an audit trail entry
  • Customer receives notification if the contract was already sent

Cancelling a Signed Contract​

Cancel fully executed contracts when project circumstances change.

When to Cancel:

  • Customer backs out after signing
  • Project is abandoned
  • Mutual agreement to terminate the contract

How to Cancel:

  1. Open the signed contract
  2. Click Cancel Contract
  3. Enter the reason for cancellation
  4. Confirm the action

Important Considerations:

  • Records the cancellation but preserves the signed document
  • Does not automatically reverse invoices - handle billing separately
  • Creates permanent record of cancellation reason
  • Consider financial and legal implications before cancelling

Unlocking Contracts​

caution

Unlocking a contract removes the "sold" status from the linked estimate. Use only when absolutely necessary.

Unlocking allows you to make corrections after a contract has been signed, but it has significant consequences.

When Unlocking Might Be Needed:

  • Critical error in pricing discovered after signing
  • Corrections required for data integrity
  • Rare administrative fixes

How to Unlock:

  1. Open the signed contract
  2. Click Unlock Contract
  3. Confirm the action
  4. The linked estimate becomes editable again

Consequences:

  • Sold status is removed from the estimate
  • Project's sold amount may need adjustment
  • Any invoices already generated remain (must be handled separately)
  • Contract signature records are preserved but the contract is no longer "active"

Recommended Workflow After Unlocking:

  1. Make necessary corrections to the estimate
  2. Void the original contract
  3. Create a new contract with corrected information
  4. Send the new contract for signature

Contract Revisions (Pre-Signature)​

If changes are needed before the customer signs:

  1. Void the Sent Contract - Cancel the version that's currently out for signature
  2. Update the Estimate - Make any necessary pricing or scope changes
  3. Create a New Contract - Generate a fresh contract with the updates
  4. Send the New Version - Deliver the corrected contract to the customer

This workflow maintains a clear audit trail and ensures customers always sign the most current version.

Best Practices​

Before Sending:

  • Review all contract details carefully
  • Verify pricing matches the estimate
  • Confirm the correct template is selected
  • Double-check customer contact information

After Sending:

  • Follow up on unsigned contracts promptly
  • Set reminders for signature deadlines
  • Communicate proactively with customers

Record-Keeping:

  • Document reasons for voids and cancellations
  • Use consistent naming conventions
  • Archive completed contracts according to your company's retention policy
  • Keep signature records for compliance purposes

Corrections:

  • Void and recreate rather than unlocking when possible
  • Handle invoice adjustments separately from contract changes
  • Maintain clear communication with customers about revisions