How to Create and Send Document or Contract Templates Automatically in a Workflow

Modified on: Fri, 9 May, 2025 at 3:27 PM

This article will show you how to create professional document or contract templates — such as proposals, estimates, or service agreements — and send them automatically using workflows in HighLevel. You’ll learn how to build templates, insert custom data, trigger documents to send, and track their completion status in your CRM.

What is the Documents & Contracts Feature?

The Documents & Contracts feature lets you create branded, legally binding templates — such as proposals, estimates, or service agreements — and automatically send them through workflows based on specific triggers like a tag being added or a pipeline stage change. This automation ensures documents are delivered at the right moment in your process, eliminates manual follow-up, and helps streamline your sales or onboarding workflows.

Key Benefits of Sending Documents & Contracts Using Workflows

Document automation helps streamline your service or sales pipeline while keeping interactions polished and compliant.

Send contracts automatically when specific triggers happen
Use reusable templates with dynamic content (custom values)
Collect legally binding e-signatures in seconds
Include pricing/product lists directly inside the document
Track document delivery, signing status, and completion
Set up workflows for follow-up actions once a document is signed

How to Create a Document or Contract Template

Templates are reusable and can include logos, custom values, pricing tables, and more.

Step 1: Open a New Document Template

Navigate to Payments > Documents & Contracts > Templates.
Click + New → Create New Template.
Give your template a name (e.g., "Proposal").

Step 2: Design the Document Template

Use Add Element to build the document:

Image: Upload a logo or branding element.
Text: Add contract terms, service descriptions, etc.
Custom Values: Insert dynamic fields like contact name or email.
Product List: Include services or items with pricing pulled from your catalog.
Signature Box: Add a space for the client to sign.

Click Save to store your template for future use.

Note: You can edit a saved template anytime from the Templates tab. However, changes won’t apply retroactively to documents already sent or saved as drafts.

How to Send the Document Automatically via Workflow

You can automatically send a document template when a specific event happens, such as a tag being added or a pipeline stage change. To use the "Send Documents & Contracts" action, your template must be saved, and the contact must have a valid email address.

Step 1: Create a New Workflow

Go to Automation > Workflows
Click + Create Workflow, and choose Start from Scratch.

Step 2: Design the Workflow

Select a trigger (such as Tag Added or Opportunity Updated)
Add the Send Documents & Contracts action:
- Give the action a name
- Choose the user the document should be sent “from”
- Select the saved template (e.g., "Proposal")
- Choose whether to Send Directly or Create as Draft
Click Save and then Publish the workflow.

Pro Tip: Use “Create as Draft” if you want to review and manually send documents later.

What the Contact Receives

Once triggered, the contact receives an email with a secure link to the document.

The email includes their name and the proposal or contract details.
They can click the link and complete the signature directly in-browser — no login or downloads required.

How to Track Document Status

You can monitor whether a document is in draft, sent, viewed, or completed — all from the Documents & Contracts dashboard.

Go to Payments > Documents & Contracts > All Documents and Contracts.
Use the tabs at the top to filter by:
- Drafts
- Waiting for Others
- Completed
- Payments

Frequently Asked Questions

Q: Can I edit a document after it’s sent?
Only if you selected “Create as Draft.” If sent directly, the document becomes locked and cannot be edited.

Q: What happens if the contact doesn’t sign?
The document remains in “Waiting for Others.” You can resend or manually follow up with the contact.

Q: Can I send documents to more than one person?
Yes, use Multiple Recipient Support to assign signature elements to multiple people in a single document.

Q: Can I collect payment when someone signs?
Yes. If your template includes a product list with pricing, you can enable payment collection using Stripe or another payment integration.

Q: Are signed documents legally binding?
Yes, HighLevel’s e-signature process complies with major digital signature regulations for legality and auditability.

Q: Can recipients sign documents on mobile?
Yes — documents are mobile-friendly and can be signed directly from their phone’s browser.

Q: Can I preview the document before it’s sent?
Yes. Choose Create as Draft mode during setup to preview and manually send after final review.