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This article will show you how to create professional document or contract templates — such as proposals, estimates, or service agreements — and send them automatically using workflows in GHL Customer Care. You’ll learn how to build templates, insert custom data, trigger documents to send, and track their completion status in your CRM.
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The Documents & Contracts feature lets you create branded, legally binding templates — such as proposals, estimates, or service agreements — and automatically send them through workflows based on specific triggers like a tag being added or a pipeline stage change. This automation ensures documents are delivered at the right moment in your process, eliminates manual follow-up, and helps streamline your sales or onboarding workflows.
Key Benefits of Sending Documents & Contracts Using Workflows
Document automation helps streamline your service or sales pipeline while keeping interactions polished and compliant.
Send contracts automatically when specific triggers happen
Use reusable templates with dynamic content (custom values)
Collect legally binding e-signatures in seconds
Include pricing/product lists directly inside the document
Track document delivery, signing status, and completion
Set up workflows for follow-up actions once a document is signed
How to Create a Document or Contract Template
Templates are reusable and can include logos, custom values, pricing tables, and more.
Step 1: Open a New Document Template
Navigate to Payments > Documents & Contracts > Templates.
Click + New → Create New Template.
Give your template a name (e.g., "Proposal").
Step 1: Open a New Document Template (image 1 of 11)What this shows Navigate to Payments > Documents & Contracts > Templates.What this showsIllustrates the "Step 1: Open a New Document Template" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This animation appears in the "Step 1: Open a New Document Template" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: Navigate to Payments > Documents & Contracts > Templates. Click + New → Create New Template. Give your template a name (e.g., "Proposal"). The navigation path used here is Payments > Documents. Immediately after, the guide continues: Use Add Element to build the document.Path: Payments > DocumentsImage 1 of 11Where to goNavigate to Payments > Documents & Contracts > Templates. Click + New → Create New Template. Give your template a name (e.g., "Proposal").
Buttons and menus referenced+ New
Next stepUse Add Element to build the document:All 3 steps in this procedure
Navigate to Payments > Documents & Contracts > Templates.
Click + New → Create New Template.
Give your template a name (e.g., "Proposal").
Step 2: Design the Document Template
Use Add Element to build the document:
Image: Upload a logo or branding element.
Text: Add contract terms, service descriptions, etc.
Custom Values: Insert dynamic fields like contact name or email.
Product List: Include services or items with pricing pulled from your catalog. You can show or hide a product image using Show image in list. When creating a new product from the document editor, you can also upload its image.
Signature Box: Add a space for the client to sign.
Click Save to store your template for future use.
Step 2: Design the Document Template (image 2 of 11)What this shows Click Save to store your template for future use.What this showsIllustrates the "Step 2: Design the Document Template" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Step 2: Design the Document Template" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: Click Save to store your template for future use. Immediately after, the guide continues: Note: You can edit a saved template anytime from the Templates tab. However, changes won’t apply retroactively to documents already sent or saved as drafts.Image 2 of 11How to confirmClick Save to store your template for future use.
Buttons and menus referencedAdd ElementShow image in listSave
Next stepNote: You can edit a saved template anytime from the Templates tab. However, changes won’t apply retroactively to documents already sent or saved as drafts.All 5 steps in this procedure
Image: Upload a logo or branding element.
Text: Add contract terms, service descriptions, etc.
Custom Values: Insert dynamic fields like contact name or email.
Product List: Include services or items with pricing pulled from your catalog. You can show or hide a product image using Show image in list. When creating a new product from the document editor, you can also upload its image.
Signature Box: Add a space for the client to sign.
Note: You can edit a saved template anytime from the Templates tab. However, changes won’t apply retroactively to documents already sent or saved as drafts.
How to Send the Document Automatically via Workflow
You can automatically send a document template when a specific event happens, such as a tag being added or a pipeline stage change. To use the "Send Documents & Contracts" action, your template must be saved, and the contact must have a valid email address.
Step 1: Create a New Workflow
Go to Automation > Workflows
Click + Create Workflow, and choose Start from Scratch.
Step 1: Create a New Workflow (image 3 of 11)What this shows Go to Automation > Workflows Click + Create Workflow, and choose Start from Scratch.What this showsIllustrates the "Step 1: Create a New Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Step 1: Create a New Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: Go to Automation > Workflows Click + Create Workflow, and choose Start from Scratch. The navigation path used here is Automation > Workflows Click. Immediately after, the guide continues: Select a trigger (such as Tag Added or Opportunity Updated) Add the Send Documents & Contracts action: Click Save and then Publish the workflow.Path: Automation > Workflows ClickImage 3 of 11Where to goGo to Automation > Workflows Click + Create Workflow, and choose Start from Scratch.
Buttons and menus referencedAutomation > Workflows+ Create Workflow
Next stepSelect a trigger (such as Tag Added or Opportunity Updated) Add the Send Documents & Contracts action: Click Save and then Publish the workflow.All 2 steps in this procedure
Go to Automation > Workflows
Click + Create Workflow, and choose Start from Scratch.
Step 2: Design the Workflow
Select a trigger (such as Tag Added or Opportunity Updated)
Add the Send Documents & Contracts action:
Give the action a name
Choose the user the document should be sent “from”
Select the saved template (e.g., "Event Proposal")
Choose whether to Send Directly or Create as Draft
Choose a channel via which you want to send - Email, SMS, or both. Note: Even when you choose SMS, the system still requires the contact to have an email on file. If the contact does not have an email, the contract can still be generated, but it will remain in Drafts until an email is added.
Click Save and then Publish the workflow.
Step 2: Design the Workflow (image 4 of 11)What this shows Select a trigger (such as Tag Added or Opportunity Updated) Add the Send Documents & Contracts action: Click Save and then Publish the workflow.What this showsIllustrates the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: Select a trigger (such as Tag Added or Opportunity Updated) Add the Send Documents & Contracts action: Click Save and then Publish the workflow. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Pro Tip: Use “Create as Draft” if you want to review and manually send documents later.Image 4 of 11What to chooseSelect a trigger (such as Tag Added or Opportunity Updated) Add the Send Documents & Contracts action: Click Save and then Publish the workflow.
Fields in this part of the guideGive the action a name
Buttons and menus referencedSend Documents & ContractsSavePublishSet Signer to “Sender” in the TemplateSenderNewSignaturePropertiesTo be signed by → SenderTo be signed by
Next stepPro Tip: Use “Create as Draft” if you want to review and manually send documents later.
Example values
Give the action a name
Priya Raman
Illustrative values showing the expected format. They are not read from the screenshot.
All 3 steps in this procedure
Select a trigger (such as Tag Added or Opportunity Updated)
Add the Send Documents & Contracts action:
Click Save and then Publish the workflow.
Pro Tip: Use “Create as Draft” if you want to review and manually send documents later.
Set Signer to “Sender” in the Template
Designating a signer as Sender lets workflows assign the correct internal user at runtime, so you don’t edit the template for each sender.
Steps (Template Editor)
1. Go to Payments → Documents & Contracts → Templates and click New (or edit an existing template).
Step 2: Design the Workflow (image 5 of 11)What this shows 1.What this showsIllustrates the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: 1. Go to Payments → Documents & Contracts → Templates and click New (or edit an existing template). This part of the guide covers 1 field, listed below. Immediately after, the guide continues: 2. Add a Signature (or other fillable) field to the document.Image 5 of 11What to click1. Go to Payments → Documents & Contracts → Templates and click New (or edit an existing template).
Fields in this part of the guideGive the action a name
Buttons and menus referencedSend Documents & ContractsSavePublishSet Signer to “Sender” in the TemplateSenderNewSignaturePropertiesTo be signed by → SenderTo be signed by
Next step2. Add a Signature (or other fillable) field to the document.
Example values
Give the action a name
Priya Raman
Illustrative values showing the expected format. They are not read from the screenshot.
All 3 steps in this procedure
Select a trigger (such as Tag Added or Opportunity Updated)
Add the Send Documents & Contracts action:
Click Save and then Publish the workflow.
2. Add a Signature (or other fillable) field to the document.
3. In the field Properties, set To be signed by → Sender. “Sender” is the user who sends the document; workflows can map this dynamically.
Step 2: Design the Workflow (image 6 of 11)What this shows 3.What this showsIllustrates the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: 3. In the field Properties, set To be signed by → Sender. “Sender” is the user who sends the document; workflows can map this dynamically. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Assign fillable fields to a specific staff member (template-level).Image 6 of 11What this covers3. In the field Properties, set To be signed by → Sender. “Sender” is the user who sends the document; workflows can map this dynamically.
Fields in this part of the guideGive the action a name
Buttons and menus referencedSend Documents & ContractsSavePublishSet Signer to “Sender” in the TemplateSenderNewSignaturePropertiesTo be signed by → SenderTo be signed by
Next stepAssign fillable fields to a specific staff member (template-level)
Example values
Give the action a name
Priya Raman
Illustrative values showing the expected format. They are not read from the screenshot.
All 3 steps in this procedure
Select a trigger (such as Tag Added or Opportunity Updated)
Add the Send Documents & Contracts action:
Click Save and then Publish the workflow.
Assign fillable fields to a specific staff member (template-level)
When you select a fillable field, you can assign it to a specific staff in your sub-account.
1. In the template editor, click a fillable field (for example, Signature).
2. In the right-side Properties panel, open To be signed by
3. Select the required staff member from the staff list.
4. Save the template.
When you use the template to generate a document, the selected staff member is pre-assigned to that field.
Step 2: Design the Workflow (image 7 of 11)What this shows When you use the template to generate a document, the selected staff member is pre-assigned to that field.What this showsIllustrates the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Step 2: Design the Workflow" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: When you use the template to generate a document, the selected staff member is pre-assigned to that field. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: When your template includes Sender fields, the workflow can assign them to the correct internal signer at send time—no manual edits.Image 7 of 11What this coversWhen you use the template to generate a document, the selected staff member is pre-assigned to that field.
Fields in this part of the guideGive the action a name
Buttons and menus referencedSend Documents & ContractsSavePublishSet Signer to “Sender” in the TemplateSenderNewSignaturePropertiesTo be signed by → SenderTo be signed by
Next stepWhen your template includes Sender fields, the workflow can assign them to the correct internal signer at send time—no manual edits.
Example values
Give the action a name
Priya Raman
Illustrative values showing the expected format. They are not read from the screenshot.
All 3 steps in this procedure
Select a trigger (such as Tag Added or Opportunity Updated)
Add the Send Documents & Contracts action:
Click Save and then Publish the workflow.
Map Sender Fields (Assign Sender Fields To)
When your template includes Sender fields, the workflow can assign them to the correct internal signer at send time—no manual edits.
Steps (Workflow)
1. Add the Send Documents & Contracts action to your workflow.
2. Select the From user (controls who sends the document and notifications).
Map Sender Fields (Assign Sender Fields To) (image 8 of 11)What this shows 2.What this showsIllustrates the "Map Sender Fields (Assign Sender Fields To)" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Map Sender Fields (Assign Sender Fields To)" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: 2. Select the From user (controls who sends the document and notifications). Immediately after, the guide continues: 3. Choose a Template that includes fields set to To be signed by → Sender.Image 8 of 11What to choose2. Select the From user (controls who sends the document and notifications).
Buttons and menus referencedSenderSteps (Workflow)Send Documents & ContractsFrom userTemplateTo be signed by → SenderAssign Sender Fields ToFrom UserTemplate OwnerSending ModeChannelEmail
Next step3. Choose a Template that includes fields set to To be signed by → Sender.
3. Choose a Template that includes fields set to To be signed by → Sender.
Map Sender Fields (Assign Sender Fields To) (image 9 of 11)What this shows 3.What this showsIllustrates the "Map Sender Fields (Assign Sender Fields To)" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Map Sender Fields (Assign Sender Fields To)" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: 3. Choose a Template that includes fields set to To be signed by → Sender. Immediately after, the guide continues: 4. Under Assign Sender Fields To, select.Image 9 of 11What to choose3. Choose a Template that includes fields set to To be signed by → Sender.
Buttons and menus referencedSenderSteps (Workflow)Send Documents & ContractsFrom userTemplateTo be signed by → SenderAssign Sender Fields ToFrom UserTemplate OwnerSending ModeChannelEmail
Next step4. Under Assign Sender Fields To, select:
4. Under Assign Sender Fields To, select:
From User — the workflow’s sender signs, or
Template Owner — the user who last updated the template signs.
Map Sender Fields (Assign Sender Fields To) (image 10 of 11)What this shows Template Owner — the user who last updated the template signs.What this showsIllustrates the "Map Sender Fields (Assign Sender Fields To)" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "Map Sender Fields (Assign Sender Fields To)" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: Template Owner — the user who last updated the template signs. Immediately after, the guide continues: 5. Choose Sending Mode and Channel (Email or Direct), then Save and publish.Image 10 of 11What this coversTemplate Owner — the user who last updated the template signs.
Buttons and menus referencedSenderSteps (Workflow)Send Documents & ContractsFrom userTemplateTo be signed by → SenderAssign Sender Fields ToFrom UserTemplate OwnerSending ModeChannelEmail
Next step5. Choose Sending Mode and Channel (Email or Direct), then Save and publish.
5. Choose Sending Mode and Channel (Email or Direct), then Save and publish.
Behavior: If the chosen template has Sender fields, they’re assigned before sending.
What the Contact Receives
Once triggered, the contact receives an email with a secure link to the document.
The email includes their name and the proposal or contract details.
They can click the link and complete the signature directly in-browser — no login or downloads required.
How to Track Document Status
You can monitor whether a document is in draft, sent, viewed, or completed — all from the Documents & Contracts dashboard.
Go to Payments > Documents & Contracts > All Documents and Contracts.
Use the tabs at the top to filter by:
Drafts
Waiting for Others
Completed
Payments
How to Track Document Status (image 11 of 11)What this shows Go to Payments > Documents & Contracts > All Documents and Contracts.What this showsIllustrates the "How to Track Document Status" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow".This screenshot appears in the "How to Track Document Status" section of "How to Create and Send Document or Contract Templates Automatically in a Workflow". The text alongside this image reads: Go to Payments > Documents & Contracts > All Documents and Contracts. Use the tabs at the top to filter by. The navigation path used here is Payments > Documents. This part of the guide covers 4 fields, listed below. Immediately after, the guide continues: Q: Can I edit a document after it’s sent? Only if you selected “Create as Draft.” If sent directly, the document becomes locked and cannot be edited.Path: Payments > DocumentsImage 11 of 11Where to goGo to Payments > Documents & Contracts > All Documents and Contracts. Use the tabs at the top to filter by:
Fields in this part of the guideDraftsWaiting for OthersCompletedPayments
Next stepQ: Can I edit a document after it’s sent? Only if you selected “Create as Draft.” If sent directly, the document becomes locked and cannot be edited.All 2 steps in this procedure
Go to Payments > Documents & Contracts > All Documents and Contracts.
Use the tabs at the top to filter by:
Frequently Asked Questions
Q: Can I edit a document after it’s sent? Only if you selected “Create as Draft.” If sent directly, the document becomes locked and cannot be edited.
Q: What happens if the contact doesn’t sign? The document remains in “Waiting for Others.” You can resend or manually follow up with the contact.
Q: Can I send documents to more than one person? Yes, use Multiple Recipient Support to assign signature elements to multiple people in a single document.
Q: Can I collect payment when someone signs? Yes. If your template includes a product list with pricing, you can enable payment collection using Stripe or another payment integration.
Q: Are signed documents legally binding? Yes, GHL Customer Care’s e-signature process complies with major digital signature regulations for legality and auditability.
Q: Can recipients sign documents on mobile? Yes — documents are mobile-friendly and can be signed directly from their phone’s browser.
Q: Can I preview the document before it’s sent? Yes. Choose Create as Draft mode during setup to preview and manually send after final review.
Q: What happens if I try to send a contract via SMS but the contact has no email?
The contract will be created but will remain in Drafts. You’ll need to add an email to the contact before the contract can be successfully sent.
Q: Why does SMS delivery still require an email address?
We currently use the contact’s email as a required identifier for tracking, version history, and contract lifecycle management. Even if the contract is delivered by SMS, an email must exist in the contact profile to maintain system integrity.
