Sales & Contracts

SignNXT helps sales teams close deals faster with quick document signing, approval workflows, and real-time tracking. Send unlimited contracts to unlimited clients without per-document fees.

Common Sales Use Cases

SignNXT is perfect for these sales workflows:

Workflow 1: Simple Client Agreement

Scenario: You need a client to sign a service agreement quickly.

Step 1: Send the Agreement

1. Click New Document
2. Upload your service agreement PDF
3. Add the client as a signer:
   • Name: John Smith
   • Email: john.smith@clientcompany.com
4. Place signature and date fields
5. Add a personal message: "Hi John, here's our service agreement. Please review and sign at your convenience."
6. Set reminder (Professional plan) - e.g., every 2 days
7. Set expiry (Professional plan) - e.g., 7 days
8. Click Send for Signature

Step 2: Client Signs

1. Client receives email with signing link
2. Client clicks link and reviews document
3. Client draws or types signature
4. Client fills date field
5. Client clicks Submit Signature
6. You receive email notification instantly

Step 3: Download Signed Contract

1. Go to Completed folder
2. Find the signed agreement
3. Click Download Signed PDF
4. Signed PDF includes:
   • Client's signature
   • Signature timestamp
   • IP address
   • Audit trail below signature

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Workflow 2: Multi-Party Approval Process

Scenario: A contract requires signatures from the client, your sales manager, and your legal team.

Using Sequential Signing

Set up an approval workflow with signing order:

1. Create a Template (Professional plan)
2. Define roles:
   • Role 1: Client
   • Role 2: Sales Manager
   • Role 3: Legal Team
3. Place signature fields for each role
4. Set signing order: Client → Sales Manager → Legal Team

How it works:

1. Client receives email and signs first
2. After client signs, Sales Manager receives email
3. After Sales Manager signs, Legal Team receives email
4. Contract is completed after all three sign

Alternative: Parallel Signing

If signing order doesn't matter, use parallel signing:

1. Add all signers at once:
   • Client
   • Sales Manager
   • Legal Team
2. All three receive emails simultaneously
3. They can sign in any order
4. Contract is completed when all three sign

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Workflow 3: Bulk Proposals with Campaigns

Scenario: You're sending personalized proposals to 50 potential clients.

Step 1: Prepare Your Client List

Create a CSV file with client information:

client_name,client_email,company_name,project_name,project_cost,start_date
John Smith,john@company1.com,Acme Corp,Website Redesign,25000,15 Feb 2025
Jane Doe,jane@company2.com,Tech Solutions,Mobile App,45000,20 Feb 2025
Mike Johnson,mike@company3.com,Global Inc,CRM Integration,35000,25 Feb 2025

Required columns:

• client_name - Client contact name
• client_email - Client email address

Optional columns (for merge fields):

• company_name - Client company
• project_name - Project description
• project_cost - Proposal amount
• start_date - Project start date

Step 2: Create a Campaign

1. Go to Campaigns page
2. Click New Campaign
3. Upload your proposal PDF template
4. Upload your CSV file
5. Map CSV columns to signers:
   • Column: client_name → Signer Name
   • Column: client_email → Signer Email

Step 3: Add Merge Fields

Personalize each proposal with client-specific data:

1. Place merge fields on the PDF:
   • Merge Text - For company_name, project_name
   • Merge Number - For project_cost
   • Merge Date - For start_date
2. Map CSV columns to merge fields:
   • company_name → Company Name field
   • project_name → Project Name field
   • project_cost → Project Cost field
   • start_date → Start Date field

Step 4: Send Campaign

1. Preview the first proposal to verify merge fields
2. Set reminder frequency - e.g., every 3 days
3. Set expiry date - e.g., 14 days
4. Add a personal message
5. Click Send Campaign
6. Track progress on the campaign dashboard

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Template Setup for Sales

Save time by creating reusable templates for common sales documents.

Creating a Service Agreement Template

1. Go to Templates page (Professional plan)
2. Click New Template
3. Upload your service agreement PDF
4. Enter template name: "Standard Service Agreement"
5. Define roles:
   • Client - The customer
   • Sales Rep - Your sales representative
6. Place fields for each role:
   • Client: Signature, Date
   • Sales Rep: Signature, Date
7. Add merge fields for personalization:
   • Client Name (merge_text)
   • Company Name (merge_text)
   • Service Description (merge_textarea)
   • Contract Value (merge_number)
   • Start Date (merge_date)
8. Save template

Using the Template

When you need to send a service agreement:

1. Go to Templates page
2. Click Use Template on "Standard Service Agreement"
3. Map roles to real people:
   • Client → John Smith (john@clientcompany.com)
   • Sales Rep → Sarah Johnson (sarah@yourcompany.com)
4. Fill merge fields:
   • Client Name: John Smith
   • Company Name: Acme Corp
   • Service Description: Website development and maintenance
   • Contract Value: 25000
   • Start Date: 15 Feb 2025
5. Send for signature

Time savings: 90% faster than creating from scratch each time.

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PDF Override for Custom Proposals

Scenario: You have a proposal template with pre-placed fields, but each client needs a custom PDF with their specific pricing and details.

How PDF Override Works

1. Create a template with field positions
2. When using the template, click Override PDF
3. Upload a new PDF (custom proposal for this client)
4. Fields automatically position on the new PDF
5. Send for signature

Use cases:

• Custom proposals with client-specific pricing
• Quotes with different product configurations
• Invoices with varying line items
• Reports with client-specific data

Time savings: 90% faster than placing fields manually on each custom PDF.

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Best Practices for Sales

1. Folder Organization

Create a clear folder structure:

Sales Documents/
├── Active Deals/
├── Signed Contracts/
├── Proposals/
├── NDAs/
└── Archived/

2. Template Library

Build templates for frequently used documents:

• Standard service agreement
• NDA (mutual and one-way)
• Sales proposal
• Statement of work (SOW)
• Master service agreement (MSA)
• Purchase order

3. Reminders & Expiry

For time-sensitive deals:

• Set reminders every 1-2 days
• Set expiry date (5-7 days)
• Monitor pending documents daily

For longer sales cycles:

• Set reminders every 3-5 days
• Set longer expiry (14-30 days)

4. Real-Time Tracking

Monitor your sales pipeline:

1. Go to Sent Items folder
2. View document status (Pending, Completed)
3. Check when clients viewed the document
4. See signature timestamps
5. Follow up on pending documents

5. Team Collaboration

Assign workspace roles:

• Admin - Sales Director (full access)
• Member - Sales Reps (create and send documents)
• Member - Sales Coordinators (view-only via folder permissions)

Use shared folders:

• Create "Sales Team" folder
• Add all sales reps with Edit access
• Track team performance and pipeline

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Sequential Signing for Approvals

Common approval workflows:

Client → Internal Approval

1. Role 1: Client signs first
2. Role 2: Sales Manager reviews and approves
3. Role 3: Legal Team final approval

Use case: Client signs, then internal stakeholders approve before contract is finalized.

Internal Approval → Client

1. Role 1: Sales Manager approves first
2. Role 2: Legal Team reviews
3. Role 3: Client signs last

Use case: Internal approval before sending to client (less common, but possible).

Multi-Party Client Signing

1. Role 1: Client Contact Person
2. Role 2: Client Finance Director
3. Role 3: Client CEO

Use case: Large contracts requiring multiple client stakeholders.

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Tracking Sales Performance

Document Statistics

Track your sales team's performance:

• Documents sent - Total proposals/contracts sent
• Documents completed - Signed contracts (closed deals)
• Completion rate - Percentage of signed documents
• Average time to sign - How long clients take to sign

Campaign Analytics

For bulk campaigns, track:

• Total sent - Number of proposals sent
• Opened - Clients who viewed the proposal
• Signed - Clients who signed
• Declined - Clients who declined
• Expired - Proposals past expiry date

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Security & Compliance

SignNXT provides sales teams with:

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Troubleshooting Common Sales Scenarios

Client Hasn't Signed After Multiple Reminders

Solution:

1. Check if email went to spam folder
2. Call the client to confirm they received it
3. Resend the signing link manually
4. If needed, void and resend document

Wrong Pricing in Proposal

Solution:

1. Void the document (if not yet signed)
2. Correct the pricing
3. Resend the proposal
4. If already signed, create an amendment or new contract

Need to Add Another Signer

Solution:

• SignNXT doesn't support adding signers after sending
• Void the current document
• Create new document with all signers
• Send for signature

Client Declined to Sign

Solution:

1. Check the decline reason they provided
2. Address their concerns
3. Make necessary changes to the proposal
4. Send a new proposal for signature

Deal Fell Through

Solution:

1. Void the pending document
2. Move to "Archived" folder
3. Document remains in your records with "Voided" status

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