Templates

A contract template is the Microsoft Word document your contracts are generated from. Upload your templates to quickly create and issue contracts for new customers.

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Create a template

1. Go to the Location settings > Billing > Contracts page.
2. Enable the Contracts switch.
3. In the Templates section, click Create template.

4. Prepare the document: add the placeholders that the system automatically fills in with customer-specific information when you create a contract.
5. Press Upload file to upload your own document, or press the name of a sample template to start from ours. Add its title.

6. Switch to the Preview tab to see exactly how the final contract will look.

7. Press Create.

Once created, you can select the template when creating contracts for your customers.

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Supported placeholders

Placeholders (variables) are filled in with the contract’s details when you create it. You don’t need to include every placeholder — only add the ones required for your contract and legal needs.

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Contract dates

• {contract.issueDate} — date the contract is issued
• {contract.startDate} — start date of the contract
• {contract.endDate} — end date of the contract

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Customer details

• {customer.legalName} — legal business name of the user or company
• {customer.businessAddress} — customer’s billing address
• {customer.taxId} — customer’s tax ID

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Customer signatories

• {customer.signatory.fullName} — full name of the person signing for the customer
• {customer.signatory.email} — signatory’s email address
• {customer.signatory.phoneNumber} — signatory’s phone number
• {customer.signatory.signature} — place for the digital signature
• {customer.signatory.signature_date} — customer’s signature date

If more than one person signs for the customer, number the extra placeholders sequentially:

• Second signatory: ​{customer.signatory2.fullName}, {customer.signatory2.email}, {customer.signatory2.phoneNumber}, {customer.signatory2.signature}, {customer.signatory2.signature_date}
• Third signatory: ​{customer.signatory3.fullName}, {customer.signatory3.email}, {customer.signatory3.phoneNumber}, {customer.signatory3.signature}, {customer.signatory3.signature_date}

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Location details

• {location.legalName} — location legal business name
• {location.businessAddress} — location billing address
• {location.taxId} — location tax ID

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Location signatories

• {location.signatory.fullName} — full name of the administrator or owner signing for the location
• {location.signatory.email} — signatory’s email address
• {location.signatory.phoneNumber} — signatory’s phone number
• {location.signatory.signature} — place for the digital signature
• {location.signatory.signature_date} — signature date

If more than one person signs for the location, number the extra placeholders sequentially:

• Second signatory: ​{location.signatory2.fullName}, {location.signatory2.email}, {location.signatory2.phoneNumber}, {location.signatory2.signature}, {location.signatory2.signature_date}

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Contract items

To list the items (plans or products) in a contract, place all the item placeholders between the opening tag {#items} and the closing tag {/items}.

• {#items} — opening tag
• {title} — title of the plan or resource plan
• {price} — unit price for the plan or resource
• {quantity} — quantity of the plan or resource
• {capacity} — seating capacity of the office, meeting room, or other resource the item is booked from
• {minimumTerm} — minimum commitment for this item, for example 12 months
• {setupFee} — one-time setup fee for this item (setup fee of the plan or resource plan × quantity)
• {tax} — tax rate for the item: the custom rate of the plan or product when enabled, otherwise the location rate
• {taxAmount} — tax amount for this item, calculated from the undiscounted total at the item’s tax rate
• {total} — total undiscounted price for this item (price × quantity)
• {totalWithTax} — total undiscounted price for this item including its tax amount
• {coupon} — discount coupon percentage or amount, if applied
• {/items} — closing tag
• {items.total} — total undiscounted price for all the items in the contract, placed outside the item tags
• {items.taxAmount} — tax amount for all the items in the contract, placed outside the item tags
• {items.totalWithTax} — total undiscounted price for all the items in the contract including tax, placed outside the item tags
• {items.setupFee} — total one-time setup fee for all the items in the contract, placed outside the item tags

The seating capacity placeholder stays empty for items that aren’t booked from a resource. The item minimum term placeholder stays empty for items without a minimum commitment, such as one-time fees. The setup fee placeholders stay empty when no setup fee is set. A setup fee is charged once rather than every period, so it isn’t included in the item and contract totals. The tax rate and tax amount placeholders stay empty when taxes are disabled for the location. When taxes are inclusive, the tax amount is the tax share of the price, and the total including tax equals the total. When they are exclusive, the tax amount is added on top of the price, and the total including tax is the total plus the tax amount. A single line that lists every item looks like this: {#items}{title} - {price} - {quantity}{/items}. In a table, put the opening tag in the first cell of the row to repeat for each item, and the closing tag in its last cell:

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Manage templates

1. Go to the Location settings > Billing > Contracts page.
2. Click the menu (…) button near the necessary template and choose the action:
   • Edit — change the template title, press Download file to get the current document, or replace the document with a new version.
   • Duplicate — create a copy for minor adjustments.
   • Delete — delete the template if it’s no longer needed.