Send Contracts and Proposals via Workflow in Sparkforge

Sparkforge can fire proposals, estimates, and service agreements automatically when a workflow trigger hits. Build the template once, hook it to a trigger, done.

Create a Document Template

Step 1: Open a new template

1. Go to Payments > Documents & Contracts > Templates.
2. Click + New → Create New Template.
3. Name it (for example, Service Proposal).

Step 2: Build the document

Use Add Element to drop in:

• Image — logo or branding.
• Text — terms, scope, descriptions.
• Custom Values — dynamic fields like contact name or email.
• Product List — items and pricing pulled from your catalog.
• Signature Box — where the client signs.

Click Save. You can edit the template later, but changes don't apply retroactively to documents already sent or saved as drafts.

Send Automatically via Workflow

Step 1: Build the workflow

1. Go to Automation > Workflows.
2. Click + Create Workflow → Start from Scratch.
3. Pick a trigger (Tag Added, Opportunity Updated, etc.).

Step 2: Add the Send Documents & Contracts action

1. Add the Send Documents & Contracts action.
2. Name it.
3. Pick the user the document should be sent from.
4. Pick the saved template.
5. Choose Send Directly or Create as Draft.
6. Pick a channel: Email, SMS, or both.
7. Save and publish the workflow.

Note: Even if you send by SMS, the contact must have an email on file. Without an email, the document gets generated but stays in Drafts.

Set the Signer to "Sender"

If your template includes fields the sending user signs, set To be signed by → Sender in field properties. The workflow then assigns the correct internal user at send time without you editing the template.

1. Open the template editor.
2. Click a Signature (or other fillable) field.
3. In Properties, set To be signed by → Sender.
4. Save.

Or assign a specific staff member

1. Click the field.
2. Open To be signed by.
3. Pick a staff member from the list.
4. Save.

Map Sender Fields in the Workflow

1. Add the Send Documents & Contracts action.
2. Pick the From user (controls sender identity and notifications).
3. Pick a template with fields set to Sender.
4. Under Assign Sender Fields To, choose From User (the workflow sender) or Template Owner (last user to update the template).
5. Pick Sending Mode and Channel.
6. Save and publish.

What the Contact Receives

An email with a secure link. They click, sign in-browser, no login or download required. The same flow works on mobile.

Track Document Status

Go to Payments > Documents & Contracts > All Documents and Contracts. Filter by Drafts, Waiting for Others, Completed, or Payments.

Frequently Asked Questions

Can I edit a document after it's sent?

Only if you used Create as Draft. Documents sent directly are locked.

What if the contact doesn't sign?

The document sits in Waiting for Others. Resend or follow up manually.

Can I send to more than one person?

Yes. Use Multiple Recipient Support to assign signature fields to several signers in one document.

Can I collect payment when someone signs?

Yes. Add a product list with pricing and enable payment collection through Stripe or another integration.

Are signed documents legally binding?

Yes. Sparkforge's e-signature flow complies with major digital signature regulations.

Why does SMS delivery still need an email?

Sparkforge uses email as the contact identifier for tracking, version history, and lifecycle management. Even SMS sends require an email on the contact record.