What Contracts owns
- Contracts — the master contract record with parties, value, and dates
- Milestones — payment or delivery milestones linked to contract terms
- Signatures — e-signature requests and signed document storage
- Amendments — formal record of changes to active contracts
Data flows into Contracts from
| Module | What it sends |
|---|---|
| CRM | Customer data for contract creation |
Data flows out of Contracts to
| Module | What it sends |
|---|---|
| Finance | Contract value and milestone invoices |
Contracts approaching expiry trigger an alert 30 days before the end date. Ensure renewal or termination decisions are made before this date to avoid gaps in contracted coverage.
Common tasks
Create a contract
Link to a customer or supplier
Select from CRM (for customers) or Procurement (for suppliers). Their details pre-populate the contract header.
Set contract terms
Enter start date, end date, total contract value, payment terms, and renewal conditions (auto-renew, manual renewal, or one-off).
Upload the contract document or draft in the editor
Upload the signed PDF, or draft the terms directly in the rich text editor. Both can coexist — the typed terms serve as the data source for milestones and alerts, while the uploaded PDF is the legal document of record.
Request an e-signature
Add signatories
Enter the email addresses and names of everyone who needs to sign. You can add multiple internal and external signatories. Set the signing order if signatures must be sequential.
Add signing instructions (optional)
Include any guidance for signatories (e.g. “Please review clause 4.2 before signing”).
Send
Each signatory receives an email with a secure, unique link to review and sign the document electronically. No account is required for the signatory to sign.
Track signature status
The contract record shows in real time who has signed and who is outstanding. You can send a reminder to any outstanding signatory with one click.
Add a payment milestone
Name the milestone
Give it a clear name that both parties will recognise (e.g. Project Kickoff Payment, Delivery Phase 1, Final Completion).
Set the due date and amount
Enter the date the milestone payment is due and the amount. Multiple milestones can add up to the total contract value, or you can use milestones for partial billing throughout a long contract.
Enable auto-invoicing (optional)
Toggle Auto-create invoice to have Finance automatically generate and send the invoice when this milestone is marked complete. The invoice is pre-filled with the milestone name and amount.
Mark a milestone complete and invoice it
Record an amendment
Describe the change
Write a summary of what is being amended and why (e.g. scope increase, price adjustment, extension of term).
Update the contract fields if needed
Change the end date, contract value, or payment terms to reflect the amended terms.
Re-request signatures if required
If the amendment requires formal agreement from both parties, use Request Signature again on the amendment document.
Renew or terminate a contract
Open the contract nearing expiry
A renewal alert will appear in your notification feed 30 days before the end date.
To renew
Click Renew Contract. Enter the new end date, updated value if applicable, and any changed terms. A new version is created with the original terms plus amendments. Re-request signatures if required.
Troubleshooting
A signatory says they did not receive the e-signature email
A signatory says they did not receive the e-signature email
Check the email address entered for that signatory is correct. Use Resend on the signature request to send it again. Also ask the signatory to check their spam folder — e-signature emails are sometimes routed there. If the issue persists, check your email provider connection under Settings → Email.
A milestone invoice was not generated automatically
A milestone invoice was not generated automatically
Check that the milestone has Auto-create invoice toggled on. Also confirm the milestone is linked to a customer contract (not a supplier contract — supplier contracts do not generate customer invoices). If both conditions are met and it still did not fire, manually create the invoice from the milestone.
I cannot edit a contract that has been signed
I cannot edit a contract that has been signed
Signed contracts are locked to preserve the integrity of the agreed document. To make changes, add a formal Amendment. If the original contract had an error before signing, contact support — reverting a signed document requires admin intervention and an audit log entry.
The renewal alert did not fire for an expiring contract
The renewal alert did not fire for an expiring contract
Renewal alerts fire 30 days before the contract end date. Check the end date on the contract — it may be set incorrectly. Also check Settings → Notifications to ensure contract renewal alerts are enabled for your account.
A contract shows as expired but should have auto-renewed
A contract shows as expired but should have auto-renewed
Auto-renew extends the contract automatically only if the Auto-renew option was selected in the contract’s renewal conditions and the system is configured to do so. Check the renewal conditions field on the contract. If it shows Manual, no auto-renewal was set up — create a renewal manually.
FAQ
Can I use my own contract template?
Can I use my own contract template?
Yes. Go to Settings → Contracts → Templates to upload your standard contract templates as Word or PDF documents. When creating a new contract, select a template as the starting point. Variable fields (customer name, dates, value) are merged automatically.
Are e-signatures legally binding?
Are e-signatures legally binding?
Yes, in most jurisdictions. Softbooq e-signatures comply with eIDAS (EU), ESIGN Act (US), and equivalent regulations in most markets. Each signature is timestamped, IP-logged, and stored with an audit certificate. For contracts requiring a qualified electronic signature (QES), consult a legal advisor.
Can I have both customer and supplier contracts in the same view?
Can I have both customer and supplier contracts in the same view?
Yes. The Contracts list shows all contracts by default. Use the Type filter to view only Customer or only Supplier contracts.
How many signatories can I add to a contract?
How many signatories can I add to a contract?
There is no limit. You can add multiple internal and external signatories. Set the signing order if a specific sequence is required (e.g. internal approval before external signature).
Can I attach related documents to a contract (e.g. specifications, SOW)?
Can I attach related documents to a contract (e.g. specifications, SOW)?
See also
CRM
Contracts are linked to CRM customer records for a full account view.
Finance
Invoice milestone completions and recurring fees directly from a contract.
Projects
Link projects to contracts to track delivery against committed scope.