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Agreements

Use Agreements to maintain reusable templates, then open a Sales record's Agreements workspace to attach requirements and manage its evidence. On an order, the workspace is inside Agreements & contracts.

Signing an agreement does not charge a customer, accept a quote, cancel an order, or refund money. Those workflows remain separate.

Check displayed state after each action; attempted commands do not confirm completion. If an action fails, contact support with the record number and displayed message.

Maintain a template

  1. Open Agreements and, under Create a template, enter its Name, Template key, and optional Description. Select Create template.
  2. Select the template. Under Add an immutable version, enter the Document title, your business's existing Terms, and Version reason, then select Add version. Blank lines separate paragraphs.
  3. Check the new entry in Version history.

Changing the template's name or description uses Save details. Changes to its terms create another version and leave earlier versions and issued requests unchanged. Archive template retains issued history.

Publish an approved electronic-record disclosure

Native signature requests also need an electronic-record disclosure version. Use your business's approved content:

  1. Open Agreements → Electronic-record disclosures.
  2. Under Publish a disclosure version, enter the Disclosure key, Title, and Disclosure text. Use the existing key for a new version of that disclosure. Blank lines separate paragraphs; merge fields are not supported.
  3. Review What will be published, then select Publish version.
  4. Under Published versions, check the key, version and exact text before selecting it in a native request.

Published versions cannot be edited or deleted. Publish a new version for a correction; earlier versions and agreements stay unchanged. Publishing does not issue or send a signature request.

If publishing could not be confirmed, select Refresh versions and inspect the list before trying again. Repeating a publish can create another version.

Set the requirement for this record

Check existing Requirements and their Satisfied state first. Select the intended Agreement subject if several are listed. For native signing, the subject needs a linked customer: when creating the Sales draft, select an existing customer rather than relying only on a typed name or email.

  1. Open Attach a requirement in the record's workspace.
  2. Enter your store's Requirement key and Policy version.
  3. Under Named action gates, choose the actions that require this agreement. Leave all unchecked for supporting evidence that does not block an action.
  4. Choose the accepted evidence: Native request, Verified external PDF, or both. Set Merchant countersignature required when applicable.
  5. If you accept external evidence, specify the Accepted external terms versions and Accepted external sources.
  6. Enter a Reason, select Attach requirement, and check the result.

A Quote acceptance gate can prevent acceptance until the requirement is satisfied. Attaching a requirement does not send a request. If the workspace says No agreement subject yet, attaching one establishes that subject.

An active, unsatisfied requirement can be explicitly waived using its reason field and Waive. A waiver is recorded in history; it is not a signature.

With a subject selected, use Subject-aware preview: select the template version and choose Preview. Check the customer and document details, and resolve any preview error before issuing.

Create, issue, and send a native request

Choose an existing template version and Electronic-record disclosure. If either is missing, return to Agreements to prepare the approved version using the steps above.

  1. Open Create a native request.
  2. Select the Template version and Electronic-record disclosure.
  3. Select Requirement to satisfy or Supporting evidence only. Set Expires at if needed.
  4. If required, select Require this merchant user to countersign. This assigns the currently signed-in merchant user as the countersigner.
  5. Select Create draft and review the new request.
  6. Enter a lifecycle reason, select Issue, and check for Issued status.
  7. Enter a reason and select Send to queue the customer invitation.

Issue prepares the request for its participants. Send queues the invitation; it does not prove delivery or a completed signature.

While the customer's signature is pending, Resend queues a fresh link and invalidates the old one. Enter a reason; ask the customer to use the latest invitation.

Countersign and check completion

The customer signs before a required merchant countersigner. The assigned merchant user must sign in to complete their own countersignature:

  1. Open the request and select Prepare countersign.
  2. Wait for the exact agreement presentation to load, then review the displayed terms and electronic-record disclosure.
  3. Select I reviewed and accept the exact agreement terms and I reviewed and accept the electronic-record disclosure.
  4. Enter Typed signer name and a reason, then select Countersign.

Check for Executed and, when a requirement was attached, Satisfied. A submitted signature can leave the request In progress while completion evidence is finalized. Available safe documents and certificates have Open.

Void ends an eligible unexecuted request. Reissue is offered for every state except Replaced, including Executed, Voided, Declined and Expired; other eligibility checks still apply. It creates a new request that needs fresh signatures. An executed original stays Executed beside its successor; eligible unfinished requests become Replaced. Both actions need reasons, preserve earlier history, and leave completed payment or Sales actions unchanged.

Attach an agreement signed elsewhere

External evidence is a PDF already executed elsewhere. A provider name records its source; it does not send a new request through that provider.

  1. Open Attach an external PDF for the correct agreement subject.
  2. Choose the Executed PDF and optional Audit certificate: 4 MB combined.
  3. Enter the Source, Immutable source ID, Signed at, Primary signer name, and Primary signer role. Include the Terms version needed by the requirement, plus optional display number or source notes.
  4. If the PDF records a countersignature, provide both Countersigner name and Countersigned at, with the correct Countersigner role.
  5. Select Attach external evidence and check its scanning and review state.
  6. After scanning, review the evidence. Enter a reason, choose Verify, Reject, or Insufficient, then select Record decision.
  7. For verified evidence, choose the intended requirement and select Satisfy requirement with a reason. Check for Satisfied.

Upload does not verify evidence or satisfy a requirement. Verification requires every attached file to pass scanning; only safe files can be opened. The source, terms version, and signers must match the requirement's accepted evidence.

Use Revoke verification with a reason to correct an incorrect verification. History remains; dependent satisfaction can be revoked without undoing business actions.

Who can do this

Owners and Admins can read and manage agreement templates and requests. Staff need Contracts to read the workspace as well as manage it. Quote, invoice, payment, and order permissions are separate. See Team & permissions.

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