Switch on and set up Contracts

Contracts is off until a manager switches it on in its own settings. The same page holds the rules that hold a proposal back for approval, the default dates, how customers agree, and your templates.

Before you start

• You need to be the owner or a manager.
• Customers must be switched on for your organisation: Contracts works on your customer list.
• Contracts comes with the Service Business bundle and Kluvan One. See Plans and bundles.

Steps

Switch Contracts on

1. Open Settings → Contracts settings. From the Contracts page, managers also have a Contracts settings button.
2. Tick Contracts is on and select Save. Contracts is switched on for every branch.

Set the rules

1. Under Approval before sending, set when a proposal needs an approver:
   • Discount over (%): 10 at first; 0 means never.
   • Margin under (%): counted only when lines carry a cost; 0 means never.
   • Total over: a proposal above this total; empty means never.
   • A clause changed from its template needs approval: ticked at first.
2. Under Dates, set A proposal is valid for (days) (30), the Notice period (days) of new agreements (30), the Renewal task, days before the end (90) and Reminders, days before the notice date (30, 7).
3. Under Signing, pick How the customer agrees for new proposals: Accept online (the default), Signed on paper, or Signing provider.
4. Under When a proposal is accepted, keep or untick Create the project with the scope's phases (Projects on) and Schedule the payment milestones.
5. Select Save.

Add a template

1. Under Templates, open New template.
2. Type the Template name, pick the Document language, How the customer agrees and the Kind of agreement, and the Term (months) and Notice period (days).
3. Write the Cover letter, up to four sections (Section title and Section text) and the Terms. Merge fields such as {{customer.name}} and {{org.name}} are filled in for each proposal.
4. Select Save the template. Its sections become standard clauses: changing one in a proposal can need approval.

Good to know

• Have your counsel review your templates. Some contracts, such as property or some employment papers, have formal requirements a template cannot meet by itself.
• Signing provider. Kluvan never creates signatures itself. No licensed signing provider is connected today, so the Signing provider list shows None set up; a proposal set to Signing provider cannot be sent (see ctr_signing). Use Accept online or Signed on paper.
• Rights, ticked per person in Team → Users (see Roles and rights): Create and edit proposals, Send proposals to customers, Approve proposals a rule holds back, See agreements, Manage agreements and their invoices, Terminate agreements. Managers have them all. Costs and margins show only to people who manage agreements or approve proposals.
• Next: Create a proposal.