Creating a new Contract in ContractApp

• Navigate to the ContractApp Dashboard. Locate and click on the Create Contract button.

• What you’ll see: A clean, user-friendly interface prompting you to start the contract creation process.

• From the sidebar, click New Contract if navigating through different sections.

• Why this matters: This shortcut lets you jump directly into the contract creation flow without returning to the main dashboard.

• Select AI Generated Contract to automate legal text creation.

• How it helps: The AI uses preloaded templates to populate standard sections like payment terms, liabilities, and termination clauses.

• Note: AI templates save time but always double-check for clauses specific to your client or industry.

• Choose your role, e.g., I’m the Contractor/Business or other roles such as Client if applicable.

• Impact: Defining your role determines the primary responsibilities and obligations outlined in the contract.

• Tip: Double-check your selection to avoid misaligning your responsibilities within the contract.

• Enter a contract title, e.g., “Deck Replacement and Enlargement.”

• Select contract type and industry from dropdown menus.

• Details matter: A precise title and correct categorization help in retrieving the contract quickly in the future.

• Pro Tip: Include client/project specifics in the title for easy identification during audits.

• Choose an appropriate type, like Construction, from the dropdown menu.

• Customization: If a relevant type isn’t listed, contact support to add new categories specific to your business needs.

• Why important: Correct categorization ensures accurate template suggestions and legal clause alignment.

• Pick the relevant industry, such as Decks, which tailors the contract templates to common industry practices.

• Suggestion: If you frequently work across industries, keep track of which templates perform best for each.

• Need more options? Use the feedback option to request additional industries.

• Input the start date for the contract, e.g., 2024-11-25.

• Tip: For contracts without immediate start dates, leave this blank but communicate this to the client to avoid misinterpretation.

• Warning: An undefined start date could lead to disputes if deliverables are prematurely expected.

• Define the contract’s end date.

• Why it’s critical: Setting an end date helps establish clear boundaries, ensuring the client understands when the project is expected to finish.

• Tip: Include buffer time in case of delays.

• Click Next Step to save your progress.

• Tip: Before proceeding, review all entered details. Corrections now can save time during client reviews.

• Use the search bar to find existing clients in your user base.

• Best Practice: Avoid creating duplicate entries by searching for partial matches of names or email addresses.

• Warning: Duplicate client entries can lead to billing discrepancies.

• If the client is new, enter their full name, ensuring accuracy and proper formatting.

• Tip: Use official names from contracts or government IDs to maintain professional records.

• Input the client’s primary email address.

• Why it matters: This email is used for sending contracts and obtaining digital signatures. Ensure it’s current and frequently checked by the client.

• Tip: Double-check with the client if unsure about which email to use.

• Provide comprehensive client details, including address, and legal identification if required.

• Pro Tip: Accurate data ensures smoother billing, legal compliance, and minimizes back-and-forth communication during the project.

• Enter a specific service location if different from the client’s primary address.

• Scenario: This is useful for projects requiring on-site work, such as renovations or deliveries.

• Tip: Include precise details like floor number, unit, or building name for large sites.

Check the box if the service address matches the client’s primary address.

• Tip: This streamlines the process for smaller projects with a single work location.

• Click Next Step to save your entries.

• Note: Regular saves ensure no data loss in case of connection issues.

• Drag and drop relevant services or products from predefined lists.

• Pro Tip: Tailor these lists to your business. Preloading common services reduces setup time.

Use the search bar to filter scope items quickly, especially when managing lengthy service lists.

• Benefit: Enhanced organization improves clarity during client reviews.

• For each scope item, input the required quantity (e.g., units, hours, or fixed costs).

• Tip: Ensure accuracy as quantities directly influence pricing.

• Click Next Step to continue.

• Specify whether the contractor or client is responsible for providing materials.

• Warning: Miscommunication here could lead to disputes over material delays or quality issues.

• Attach your prepared estimate in supported file formats (PDF).

• Advice: Always label your files with descriptive names like “ClientName_ProjectName_Estimate.”

• Include supplementary files such as permits, photos, or blueprints.

• Tip: These enhance transparency and help the client understand the full project scope.

• Rename uploaded files for clarity, e.g., “Permit_ClientName_2024.”

• Why it helps: Proper naming conventions ensure that files are easily distinguishable during audits or client reviews.

• Select Permit Required if the project mandates legal permits.

• Tip: Specify who is responsible for acquiring permits within the contract clauses.

• Assign responsibility to the contractor or client for specific tasks (e.g., obtaining permits).

• Pro Tip: Tailor these clauses to fit client agreements and mitigate liability risks.

• Specify warranty terms agreed upon, e.g., “12-month warranty covering parts and labor.”

• Clarification: Provide specific limitations or exclusions to avoid misunderstandings.

• Click Next Step to continue.

• Enable Deposit Required if upfront payment is mandatory.

• Tip: Use this option for large projects to secure commitment and cover initial expenses.

• Input the deposit amount, e.g., “$10,000.”

• Tip: Clearly state what percentage of the total project cost this represents.

• Provide a detailed description of the deposit, e.g., “Initial payment covering materials and labor mobilization.”

• Define the payment schedule, amounts, and applicable taxes.

• Tip: Break the total amount into clear milestones to improve cash flow visibility.

• Choose a payment method, e.g., E-Transfer.

• Pro Tip: Offer multiple methods for client convenience

• Ensure all pre-filled fields, like the e-transfer email, are correct to avoid delays.

• Click Next Step to advance.

• Use the search bar or browse the clause library to add terms such as confidentiality, dispute resolution, and termination conditions.

• Why it matters: Standardized clauses ensure compliance and reduce legal risks.

• Tip: Filter clauses by relevance or industry for faster selection.

• Click on the clause titled Adherence to By-Laws and Regulations to include it in the contract.

• Importance: This ensures that the contractor and client agree to abide by local legal and regulatory standards.

• Pro Tip: Customize the language to address specific jurisdictions or industries if needed.

• Click the down arrow next to any clause to reveal the full proposed legal language.

• Tip: Reviewing the expanded text allows you to ensure it covers your project’s requirements comprehensively.

• You can select multiple clauses that apply to the contract by checking the relevant boxes.

• Why it’s useful: This step allows for a tailored contract that addresses unique project risks and conditions.

• Pro Tip: Save frequently used clause combinations as templates for similar projects.

• Once all necessary clauses are added, click Next Step to continue.

• Tip: Take a moment to review selected clauses for alignment with client expectations and project scope.

• The system compiles all sections, providing a full view of the draft contract.

• Pro Tip: Use this opportunity to verify consistency in terminology, ensure client-specific details are accurate, and spot any incomplete fields.

• Warning: Pay close attention to sections like payment terms and deliverables, as these are often scrutinized by clients.

• If any section needs refinement, select it (e.g., “The warranty regarding provided services”) for further customization.

• Tip: Use this feature to make quick changes based on client feedback or legal review without redoing the entire document.

• Click Rewrite to regenerate the selected section using AI.

• Benefit: This tool ensures the language is legally robust and aligned with industry standards while saving time on manual edits.

• Note: Evaluate the rewritten content carefully to ensure it meets the specific needs of your contract.

• The rewritten section will now reflect updated legal language, e.g., “The warranty shall remain valid for 12 months…”

• Tip: Compare it with your original wording to ensure no critical details are lost.

• If unsatisfied with the AI-generated content, use the Undo feature to revert to the original text.

• Why this helps: It allows for trial-and-error adjustments without permanently altering key terms.

• After reviewing all sections, you can either download the draft for offline review or proceed to finalization.

• Pro Tip: Use downloaded drafts for internal reviews before sharing with clients to catch any last-minute errors.

• Click Finish and Continue to finalize the contract.

• Why it’s important: This action locks the contract for signature or further sharing, ensuring no unintended changes can be made.

• If the contract isn’t ready for finalization, use the Save as Draft option to return later for further edits.

• Benefit: This feature ensures you can collaborate with team members or await client input before proceeding.

• Choose the Save, Sign, and Send option to initiate the digital signature process.

• Best Practice: Inform the client beforehand about the signing method to avoid delays.

• After selecting your preferred action, click Finish to complete the process.

• Outcome: You’ll be redirected to a confirmation page or the contract dashboard, depending on your action.

• Tip: Keep a record of the contract ID for future reference.

• Once finalized, the contract will be accessible from the Contract Dashboard.

• What you’ll see: A summary of all your active, pending, and completed contracts.

• Pro Tip: Regularly monitor this dashboard to stay updated on client actions, such as pending signatures or revisions.