Documents, Quotes & Contracts

AgencyPro supports quotes, proposals, contracts, and general documents. Quotes describe prices, proposals describe an engagement, and contracts collect agreement signatures. General documents are published resources such as guides and policies.

Before You Start

Your workspace owner's plan must include Documents. The billing module must be enabled, and team members need the manage_documents permission. Managing reusable templates also requires manage_workspace_settings.

Create a Document

1. Expand Documents in the sidebar and open Quotes, Proposals, Contracts, or Documents.
2. Choose the create action. Select a template when useful.
3. Enter a title and choose the client or lead where applicable. Check the document number and optional expiry date.
4. Add the content. Quotes use line items with descriptions, quantities, and rates. The document editor supports pages, content blocks, and design settings for longer documents.
5. Add signees and their email addresses when signatures are required. Place the relevant signature blocks in the document.
6. Save a draft, or use the send/publish action after checking the preview.

Drafts support saving while editing. Check the save indicator before leaving the editor. Sending a quote, proposal, or contract makes it available for the recipient's review; publishing a general document makes it a resource.

Choose Access

For general documents, the editor's access selector supports private access, all or selected team members, all or selected clients, and public access. For selected clients, choose the applicable organizations. Set access deliberately before publishing a resource.

Client portal Documents contains transaction documents the client can access. Resources contains published general documents available to that client. Creating a draft alone does not put a resource in the portal.

Send and Share

1. Open the document and choose Send.
2. Review the recipients, distinguishing signees from viewers.
3. Add a message and send.
4. Use Signees & Signing Links to copy a recipient's personal signing link or resend their notification.

When available, the public share link opens the document for viewing. It is separate from a signee's personal signing link. A viewer link does not make the viewer an authorized signer. Shared links can expire, and a password-protected link prompts for its password.

Accept, Sign, or Reject

Recipients can open the email link, or open an available document from their portal. The available action depends on the document type, status, and recipient. A document with signature requirements must complete those signatures; plain acceptance does not bypass them.

1. Review the complete document and attachments.
2. Follow the accept or signature action shown. Sign only your assigned signature blocks.
3. If sequential signing is enabled, wait until earlier signees have signed.
4. To decline or reject, use the available decline/reject action and provide a reason when requested.

The document tracks pending and completed signatures. Expired links and expired documents cannot be used to complete a new signing action. Ask the sender to review the document and send the appropriate current link.

Completed documents may offer a downloadable signature certificate. See Signature Certificates for public certificate verification.

Turn Accepted Work Into an Invoice

The document details page offers conversion actions for eligible statuses:

• An accepted quote can become an invoice.
• An accepted proposal can become a contract or invoice.
• A signed contract can become an invoice.

When converting a proposal to a contract, you can select a contract template. Review the resulting draft before sending it. Converting to an invoice opens the invoice editor: check the client, line items, taxes, payment terms, and any service purchase details before saving or sending. Document acceptance alone is not proof of payment.

Proposal/contract editors also expose automatic conversion settings where supported. Review those settings when using a template so the next step after acceptance matches your process.

Files and Reuse

Use the document details page's attachments controls to add files and check whether each attachment is visible to the client.

Use the available duplicate or save-as-template actions to reuse work. Templates are managed separately from sent documents; see Document Templates.

Troubleshooting

• Documents is missing: check the plan, billing module, navigation visibility, and document permission.
• A client cannot find a resource: confirm it is published and its access includes the client or their organization.
• A viewer cannot sign: send the intended recipient's personal signing link and check the configured signees.
• Signing waits for another person: review the signing order and pending signees.
• The shared link no longer works: check its expiry and use a current link from the document.