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October 31, 2018

How to Create Polished Sales Contracts in Under 10 Minutes

If you’re spending more than 10 minutes to create a new sales contract for your business, you’re probably wasting valuable time.

No matter what industry you work in, the bulk of your days should be devoted to activities that help drive the business forward—not creating PDF documents and generating contracts.

Don’t get me wrong. It’s not that sales documents aren’t important. You absolutely need to have polished, professional contracts to specify terms and conditions for the goods or services you sell. However, these are some of the most scalable and repeatable aspects of a business. Since pricing, deliveries, commissions, and the like tend to remain fairly consistent from one sale to the next, it’s easy to replicate them across multiple PDFs.

In fact, if your company sends out numerous sales agreements, replication is imperative. As multiple team members become responsible for generating contracts, it’s critical that everyone uses the same updated template to minimize manual errors and ensure consistency across clients or customers.

In other words…

It’s time to put those documents on autopilot. Having sales contracts generated automatically will save you precious time and resources.

If you need help getting started, keep reading for a contract generation method that’ll have you creating professional PDFs in minutes.

Step 1: Collect the data.

To create professional-quality business contracts, you’ll first need to gather information on your client or customer. The easiest way to accomplish this task is by using a data collection tool such as Ninja Forms, Podio, or Infusionsoft.

sales contract data collection

Whether it’s sales team members or your customers themselves who will be filling out the form, be sure it’s populated with fields to collect every detail you’ll need to create the contract. That might mean adding sections to collect information such as:
• First name
• Last name
• Company name
• Shipping address
• Email address
• Items or services to be purchased
• Quantities

Step 2: Feed data into a template.

Next, you’ll need to use a document generator to build a template for your sales contract. Our advice? Use merge fields or text tags in areas where you’ll need to include sales-specific information. This will allow you to have data fed directly from your data collection form into your contract template—something that can be accomplished easily using tools that come with built-in integrations, such as WebMerge and Zapier.

webmerge template

Using this method, the opening line of your sales contract template might look something like this:
New Sales Contract - {$DealName}

Dear {$FirstName} {$LastName},

This agreement is established on {$date} between ABC Company and {$CompanyName}.

No matter what type of document generation method you choose to use, be sure it’s easy to customize. “Smart” document engines work best because they allow you to automate the process of tailoring contracts to each individual sale, whether that means including different terms based on the customer’s location or self-calculating prices and fees.
3. Sign and send.

If your contract requires approval, you’ll need to send it off for a signature. This is another area where automation can come in handy. Many companies are using e-signature tools like HelloSign to get the job done quickly.

hellosign signature

Better yet, go ahead and add a signature tag to your sales contract template when completing step two above. That way, you can link the template to your signature collection tool. This process will make the entire contract generation process truly hands-off. After the data is collected and added to your template, the completed sales contract will be automatically emailed to your customer or client for a signature. Then, as soon as they’ve entered an e-signature, the John Hancock is instantly added to finalize your sales contract.

It may take a little effort to walk through all three steps and get your integrations going. But once you do, you’ll wonder why you ever worked without this process. We’ve seen many a company take back hours of precious time.
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