Creating Documents

Creating Documents

Start from a Template

Go to Documents > New Document. Select a document type, choose a template, assign a recipient (contact or custom entity record), and customise the content. If a default template exists for the chosen type it is pre-selected automatically.

Document Types

There are five document types, each designed for a different stage of the client relationship:

• Invoice — A financial request for payment. Supports payment terms, payment schedules, recurring billing, and online Stripe payments.
• Proposal — A pre-sales document that presents your offer, pricing, and scope. Typically requires an e-signature to accept.
• Contract — A legally binding agreement with e-signature support for all parties. Supports multiple signers in parallel or sequential order.
• Quote — A price quotation with a validity period. Supports optional line items that the recipient can include or exclude. Can be converted to an invoice once accepted.
• Receipt — A confirmation of a completed transaction. Receipts automatically complete to “paid” status when the recipient views them. In a document workflow, receipts must come after an invoice.

Document Fields

When creating a document, you can configure the following fields:

• Title (optional) — A custom display name for the document.
• Reference (optional) — A customer or project reference number.
• Recipient (required) — The contact or custom entity record this document is for.
• Currency (required) — One of 12 supported currencies.
• Template (optional) — A pre-built template to use as the starting layout.
• Issued Date (required) — Defaults to today.
• Due Date (optional) — The payment deadline. Can be auto-calculated from payment terms.
• Valid Until (optional) — For quotes and proposals, the date the offer expires.
• Payment Terms (optional) — Controls due date calculation (see below).
• Payment Instructions (optional) — Bank details, payment methods, or other instructions shown to the recipient.
• Notes (optional) — Internal or client-facing notes (up to 5,000 characters).
• Terms & Conditions (optional) — Contractual terms displayed on the document (up to 5,000 characters).
• Footer Note (optional) — Additional text shown at the bottom of the document.
• Comments Enabled (optional) — Allow the recipient to leave comments on the document.
• Tags (optional) — Categorise the document with tags for filtering and automation.

Payment Terms

Payment terms determine when payment is due. Choose from:

• Due on Receipt — Payment is due immediately when the document is received.
• Net 7 — Due 7 days after the issued date.
• Net 15 — Due 15 days after the issued date.
• Net 30 — Due 30 days after the issued date (most common).
• Net 45 — Due 45 days after the issued date.
• Net 60 — Due 60 days after the issued date.
• Net 90 — Due 90 days after the issued date.
• Custom — Set a specific due date manually.

Supported Currencies

The platform supports 12 currencies:

• USD ($) — US Dollar
• EUR (€) — Euro
• GBP (£) — British Pound
• CAD (C$) — Canadian Dollar
• AUD (A$) — Australian Dollar
• JPY (¥) — Japanese Yen (0 decimal places)
• CHF — Swiss Franc
• CNY (¥) — Chinese Yuan
• INR (¤) — Indian Rupee
• MXN (MX$) — Mexican Peso
• BRL (R$) — Brazilian Real
• AED — UAE Dirham

Document Statuses

Every document progresses through a lifecycle of statuses:

• Draft — The document is being edited and has not been sent yet. Fully editable.
• Sent — The document has been delivered to the recipient via email.
• Viewed — The recipient has opened the document link.
• Signed — All required signatures have been collected.
• Partially Paid — Some payment has been received but the balance is not zero.
• Paid — The full amount has been paid.
• Refunded — All payments have been fully refunded.
• Overdue — The due date has passed and the balance is still outstanding.
• Cancelled — The document has been manually cancelled.
• Void — The document has been permanently voided and cannot be edited or reopened.

Once a document reaches Signed, Paid, Void, or Cancelled status, it becomes locked and can no longer be edited.