Agree and sign a customer contract

When to use

A deal is accepted and must become a signed contract, or a customer sends their own paper to sign. Not for the offer itself — use sales.prepare-offer. Not for checking whether the customer can pay — use sales.check-new-customer before S4, not after. Not for NDA-only paperwork — use documents.nda.

Before you start

• The offer is accepted or the customer's draft has arrived; the deal owner is named.
• sales.check-new-customer has a result for this customer (credit, dispute history) — or the owner accepts the risk in S4.
• The signatory on our side is named and has signing authority for this value.

What a run requires3

The trail8 steps

1. S1

   Pick the starting pointagent

   If we sold: start from the company template and the accepted offer. If the customer sent a draft: open it against our template and list every clause that differs.

   Done when a working draft exists in the agreements module with its source (offer id or customer draft file) recorded.

2. S2

   Fill from the offer, verbatimagent

   Parties (legal names, registration numbers, addresses), scope, price and currency, payment terms, term and renewal, liability, data protection, governing law and dispute venue.

   Done when every commercial term in the contract matches the accepted offer exactly, or a deviation is flagged for S4.

   ⛔ "Same as in the offer" written by memory is not a match — compare the two documents side by side.

3. S3

   Check the customer sideagent

   Confirm the customer's legal entity exists and the named signatory can bind it (company register; for LV, ur.gov.lv). If the customer is a consumer, check the pre-contract information and withdrawal-right wording.

   Done when the signatory check is written in the draft notes with date and source.

4. S4

   Approve the termsownerneeds approval · owner

   Approval · S4 · owner — the run stops until a named person records the decision

   Send the draft with the S2 deviations, the S3 result, and any open risks.

   Done when the owner replies "approved as is" or names changes, and the changes are made.

   ⛔ The agent never negotiates price or liability clauses on its own — anything the customer changes goes back to the owner.

5. S5

   Route for signatureagent

   Send the final PDF for e-signature per documents.sign-with-eparaksts (customer first, us second).

   Done when the customer's signature request is sent and logged with a timestamp.

6. S6

   Countersignownerneeds approval · ownerirreversible

   Approval · S6 · owner — the run stops until a named person records the decision

   Irreversible · S6 — an agent never closes it alone

   After the customer has signed, the owner signs the same final document — not a re-exported copy.

   Done when the signed PDF shows both signatures and both signature dates.

   ⛔ If the customer edited the PDF before signing, stop: it is a new offer — return to S2.

7. S7

   Recordagent

   Create the contract record: parties, start and end dates, value, payment terms, renewal and notice-by dates into the renewal watch (ops.contract-renewal-watch will fire), billing start into the money module.

   Done when the record exists and the dates are visible in the contract list.

8. S8

   Hand overagent

   File the signed PDF in the documents module, link it to the deal, and create the onboarding task for sales.customer-onboarding. Send the owner a three-line summary: who signed, when, what starts when.

   Done when the signed PDF is filed and linked to the deal, the onboarding task exists, and the owner has the three-line summary.

Checks — how we know it worked

• The signed PDF contains both signatures and no post-approval edits (compare hash or page count with the S4 version).
• The recorded value and dates in S7 match the signed document — read them back from the PDF, not from the offer.
• The contract file is in the company archive, not only in an e-mail thread.
• The renewal/notice date is in the watch, with the notice period counted back.

If it goes wrong

What each step leaves behind

1. S1a working draft exists in the agreements module with its source (offer id or customer draft file) recorded.
2. S2every commercial term in the contract matches the accepted offer exactly, or a deviation is flagged for S4.
3. S3the signatory check is written in the draft notes with date and source.
4. S4the owner replies "approved as is" or names changes, and the changes are made.
5. S5the customer's signature request is sent and logged with a timestamp.
6. S6the signed PDF shows both signatures and both signature dates.
7. S7the record exists and the dates are visible in the contract list.
8. S8the signed PDF is filed and linked to the deal, the onboarding task exists, and the owner has the three-line summary.

Evidence to keep

Offer id the contract came from · S4 owner approval (who, when, what changed) · both signature dates · final signed PDF · S3 signatory check with source and date · the contract record id.

How this playbook improves

After every 10 contracts ask: days from acceptance to signed, and which step waited? How many customer edits arrived after S4 — did the owner approve a draft that was not final? Was any contract filed late or missing a renewal date? A new version fixes the step that caused the wait or the miss and says so in its change note.