Sales agreements

Every day a deal sits unsigned is a day it can fall apart. Digital signatures remove the friction of printing, overnight shipping, and chasing paper — customers sign from their phone in minutes, and you close faster.

Common sales document types

Type	Examples
Proposals	Service proposals, bids, solution overviews
Quotes	Price quotes, estimates, line-item quotes
Orders	Purchase orders, sales orders
Contracts	Service agreements, MSAs, SOWs, subscription agreements
Renewals	Contract renewals, amendments, extensions

Typical sales workflow

Step 1: Prepare the agreement

From a template (recommended for recurring deal types):

1. Go to Templates > your Sales folder.
2. Select the appropriate template (proposal, quote, or contract).
3. Fill in the deal-specific details — customer name, pricing, scope.

From a PDF:

1. Go to Agreements > New Agreement > upload the document.

For CRM-driven workflows, the Sign API makes it possible to generate agreements programmatically from opportunity data, auto-populate customer fields, and trigger sending when a deal reaches the right pipeline stage.

Step 2: Set up pricing tags

Use tag types for dynamic pricing:

• Number tags — quantity, unit price, discount percentage
• Formula tags — totals (quantity × unit price), subtotals, tax calculations
• Dropdown tags — payment terms, billing frequency, contract duration options
• Text tags — custom line item descriptions

Pre-built pricing formulas in a template save time and reduce errors for standard product or service configurations.

Coming Soon

Screenshot: Quote template with formula tags showing quantity, unit price, and calculated total

Step 3: Configure routing

Direct to customer (fastest): Send the agreement directly to the customer contact. Good for small deals, renewals, and scenarios where internal approval is not required.

With internal approval:

Order	Recipient	Role
1	Sales manager (optional)	Internal approval
2	Customer	Signs
3	Account executive	Countersignature

Parallel signing: Assign both the customer and your countersigner the same order number if countersignature does not need to wait for the customer.

Step 4: Send

Set expiration to create urgency — 7–14 days is typical for most sales agreements. Configure reminders at 2–3 day intervals to prompt customers who have not yet signed without overwhelming them.

Personalize the email message: reference the conversation or meeting that led to the agreement, explain what they are signing, and make it easy for them to ask questions.

Building a sales template library

A strong template library is one of the highest-leverage improvements a sales team can make. Aim to have:

Proposal template

• Custom branding — logo, colors, and sender name
• Solution overview section (editable text tags)
• Pricing table with formula tags
• Terms summary and acceptance signature block

Dynamic merge fields: {{company_name}}, {{solution}}, {{total_value}}, {{valid_through}}

Quote template

Key tags:

• Quote number and valid-until date
• Line item table (product, quantity, unit price, subtotal)
• Discount and tax fields (formula tags)
• Grand total (formula tag)
• Acceptance signature and date

Coming Soon

Screenshot: Quote template showing pricing table with calculated totals

Accelerating deal velocity

Mobile-first design: Most customers sign proposals and contracts on their phone. Keep documents concise, use large signature areas, and always test the signing experience on a mobile device before sending.

Same-day close scenario:

1. Customize a pre-built template — about 5 minutes
2. Send the agreement
3. Customer signs on their phone — typically 2–5 minutes
4. You countersign immediately
5. Deal closed in under an hour

In-person signing: For in-person meetings, send the agreement to yourself and hand the customer a tablet or phone to sign. The signed document is emailed to both parties as soon as they complete signing.

Multi-document agreements

Bundle related documents into a single agreement so customers sign everything in one session:

• Proposal or quote
• Master service agreement
• Data processing agreement
• Order form

One signing session means nothing is missed and the customer experience is clean and professional.

Multi-location rollouts

When selling a standard agreement across multiple locations or franchises:

Routing pattern:

Order	Recipient	Role
1	Regional manager	Approval
2	Each location (parallel)	Signs simultaneously
3	Corporate	Final countersignature

Use Bulk Send when the same agreement needs to go to a large number of locations with per-location variable data.

CRM integration

CRM integration is achievable through the Sign API. A typical connected workflow:

1. Deal moves to "Proposal Sent" stage in your CRM.
2. CRM triggers the Sign API to create and send an agreement, pre-populated with opportunity data.
3. Customer signs.
4. Sign sends a webhook notification; the CRM integration updates the deal to "Closed Won" and attaches the signed document.

This pattern works with any CRM that supports webhooks or API connections. No native CRM connectors are included in Propper Sign — the integration is built using the Sign API.

Tracking deal status

Agreements dashboard gives real-time visibility into every in-flight deal:

Status	Action
Sent, not viewed	Follow up — customer may not have seen the email
Viewed, not signed	Reach out — they are reviewing; address concerns proactively
Completed	Process the order, update CRM, send welcome email
Expired	Check in with the customer, extend the deadline, or resend

Use the view notification

Enable view notifications in notification settings. Knowing when a customer opens the agreement is a strong buying signal — it is a good time to call.

After the agreement is signed

1. Download the signed agreement from the agreement detail page.
2. Update your CRM and mark the deal closed.
3. Send the customer a welcome email or kickoff invitation.
4. Initiate project delivery or order fulfillment.
5. Process payment according to the agreed terms.

Common scenarios

Customer wants changes after receiving: Void the agreement, update the document, and resend. See Voiding Agreements.

Wrong contact signed or incorrect signer: Confirm signatory authority with the customer. Void, update the recipient, and resend.

Deal has stalled: Call the customer to discuss. Walk through any concerns, adjust terms if needed, and extend the expiration deadline if the document is close to expiring.

Urgent close needed: Call the customer immediately after sending. Offer to walk them through the signing experience. A brief call often gets deals signed in minutes.

Best practices

Template preparation:

• Build a template for every deal type you send more than twice a month
• Pre-configure internal approval routing if your process requires it
• Verify customer contacts and their signing authority before sending

Professional presentation:

• Apply custom branding so the signing experience matches your company identity
• Keep pricing clear and easy to understand — complex pricing tables confuse and delay
• Test on mobile before sending real deals

Follow-up:

• Call the customer shortly after sending to confirm receipt and answer questions
• Set reminders at 24, 48, and 72 hours if no action is taken
• Be available — customers who feel supported sign faster

Related topics

• Creating Templates — Build and manage sales templates
• Tag Types — Pricing formulas and dynamic fields
• Custom Branding — Logo and colors on proposals
• Bulk Send — Multi-location and high-volume deals
• Notifications — View and signing alerts
• Sign API — CRM integration and programmatic agreement creation