Watch: Agreements
0:53What this is
Agreements is where you send contracts for electronic signature and keep the signed copies: rental agreements, service contracts, septic pumping authorizations, event agreements, anything you would otherwise print and have signed on a clipboard.
Where: E-Sign in the sidebar (the page is titled Agreements). It has two tabs, Overview and Templates. Settings live at Settings → Agreements.
The customer's side of this (signing from the portal) is in Agreements in the customer portal.
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Who can use it
Agreements is part of the Growth plan.
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The Overview
The counts across the top
Four stages, each with its count:
Click a stage to show only those agreements in the list below. Click it again to clear the filter.
The list
Agreements are grouped, in this order:
Use Search by title... to find one agreement. The list shows your most recent 100 for the stage you picked.
Click a row to open it. A draft opens back in the send wizard where you left off; anything else opens its details. The ⋮ menu on each row has:
Void Agreement cancels a sent agreement so it can no longer be signed. Delete Draft removes a draft that was never sent. A sent agreement can't be deleted, only voided.
Recent activity
The Recent activity column beside the list shows the latest 20 events across all your agreements as they happen: a draft started, sent, resent, viewed, signed, completed, declined, expired or voided. It updates on its own when a customer opens or signs, without refreshing the page. Click an entry to open that agreement.
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An agreement's details
Opening a sent agreement shows:
Agreements sent from a customer, quote or job also appear on that record under Agreements.
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Templates
The Templates tab holds your reusable agreements. Each template has four steps: Basics, Document, Fields and Review.
The fields stay where you placed them every time you send the template.
Required agreements
Some agreements every customer has to sign, like your standard rental terms. Mark those templates Required for Every Customer in the template's Basics step, or turn them on together at Settings → Agreements → Required Customer Agreements. Both places change the same setting.
A customer who has signed every required template gets a green Signed badge on the customer list, their profile, and the customer pickers on quotes and jobs. If you have no required templates, the badge doesn't appear anywhere.
You can't require a template that has no document yet (it could never be sent, so no customer could ever be signed). You can always stop requiring one.
Only agreements sent from that template count toward the badge. An agreement signed before you started using templates doesn't count.
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Sending an agreement
Click Send Agreement at the top of Agreements. You can also send one from a customer's profile, from a quote (Send Agreement in the quote's menu) or from a job. Sending from a quote or job links the agreement to it.
The wizard has four steps: Details, Recipients, Document and Review. It saves as you go (you'll see Saved just now and Auto-save on at the bottom), so you can leave and come back.
1. Details
2. Recipients
Click Select recipients and choose the customer's contacts, the company email, or both. You can edit each recipient's name and email.
3. Document
Upload your agreement as a PDF, or keep the one the template brought.
When you send from a quote or a job, you choose What documents will be signed?:
Drag Signature, Initials, Date Signed, Text Field and Checkbox fields onto the page. If you leave the document without any fields, PortaPro puts a signature and a date on the last page when you send.
4. Review
Check everything, then pick a Delivery method:
| Delivery method | What happens |
|---|---|
| Email + Portal | The signer gets an email with a secure signing link, and the agreement also appears in their customer portal. Best for most cases. |
| Portal Only | No email is sent. The agreement appears only in their customer portal, where they sign in to review and sign. |
| Email Only | The signer gets the email with the signing link. The agreement does not appear in the customer portal. |
Click Send Agreement.
Leaving the wizard
Save & exit or the X asks what to do with the draft:
Opening Send Agreement starts a draft right away. If you leave without filling anything in, the empty "Untitled agreement" is cleared automatically the next time anyone in your company starts a new one, once it is more than a day old. A draft with a title, a customer, a document, fields or recipients is never cleared.
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What the signer sees
The signer opens the link (from the email, or from their portal) and signs on a secure signing page. They don't need a PortaPro login. The email arrives with the subject Please sign your service agreement.
When everyone has signed:
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Reminders
Resending by hand
Resend on a pending agreement emails the signer a fresh signing link right away.
Automatic reminders
At Settings → Agreements → Automatic Reminders, turn on Enable automatic reminders and choose:
Reminders go out once a day to signers who haven't signed. Agreements sent Portal Only never get reminder emails, because you chose no email for them.
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Good to know
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