What Changed
We've added a new System Default customizable PDF template. This can be used in place of custom PDF forms and will generate a modern, branded layout that you can customize per agreement type — including your company logo, accent colors, and customized sortable content sections.
Existing agreements are not affected. Any agreement created before the change continues to use whichever template was selected at the time.
Setting Up a New Service Agreement Type
Go to Settings → Service Agreements
Click New Service Agreement
Give it a name (e.g., "Annual Pest Control", "Quarterly Service")
The PDF Template dropdown defaults to System Default. You can also select a custom PDF Form if you've uploaded one under Settings → PDF Forms.
Customizing the PDF Template
When System Default is selected, the template editor appears below the dropdown. Here's what you can configure:
Header Image
Upload a company logo or branded header image (PNG or JPEG, max 5 MB). This displays at the top of every generated agreement PDF.
Repeat header on every page — Check this to show your header image on every page, not just the first.
Accent Color
Pick a color that matches your brand. This color is used for section title highlights and alternating row backgrounds in the pricing table.
Title
The title that appears on the agreement PDF. Defaults to the agreement name but can be customized.
Content Sections
The template comes with six default sections that you can reorder by dragging:
Section | What It Does |
Overview | Free-text section for describing the scope of the agreement. Use the rich text editor to add your standard terms. |
Services Provided | Auto-populated from the line items on the initial, recurring, and site visit services attached to the agreement. Shows service names and descriptions. Toggle "Show full line item details" to include quantity, unit price, and totals. |
Payment Terms | Auto-generated pricing table showing frequency, due dates, and amounts. Includes initial year cost and ongoing annual cost by default — check "Hide annualized values" to hide these. Add additional text below the table using the rich text editor. |
Service Coverage & Warranty | Free-text section for warranty terms, callback policies, or coverage guarantees. |
Guarantee & Acceptance | Free-text section for acceptance terms, cancellation policies, or legal language. |
Signatures | Renders the customer and provider signature blocks. Signatures are captured through the portal or in-person. |
Adding and Removing Sections
Click "Add text content" to add another free-text section anywhere in the document.
Drag sections using the grip handle to reorder them.
Remove custom text sections by clicking the remove button next to them.
The Services, Pricing, and Signatures sections cannot be removed — they're core to the agreement.
PDF Attachment
Upload a PDF file (terms and conditions, license documentation, etc.) that gets appended to the end of the generated agreement as additional pages.
Contract Settings
Disable Pre-Payment in the Portal
Check this if you don't want customers to pay the initial service fee when signing through the customer portal.
Auto-Activate
When enabled, the agreement automatically activates (releases work orders and triggers renewal notices) as soon as it's saved — bypassing the standard signature and manual approval workflow. Use this for agreements that don't require a customer signature before work begins.
Email Template
Customize the email sent to customers when you email an agreement. Available merge fields:
{Customer Name},{Company Name}{Service - Service Description}{Service Street 1},{Service Street 2},{Service City},{Service State},{Service Zip}{Button to Portal}YOUR TEXT{/Button to Portal}— generates a clickable button linking to the customer portal
Renewal Settings
Expand the Renewal Information panel to configure:
Renewal Fee — Fee charged on renewal (if different from regular service pricing)
Renews — Toggle automatic renewals on/off
Renewal Period — How often the agreement renews: 1 month, 3 months, 6 months, 1 year, 2 years, or 3 years
Hold on Missed Renewal — Automatically puts the agreement on Hold if the customer doesn't renew by the renewal date
Renewal Reminders
Add one or more reminders that fire a set number of days before or after the renewal date. Each reminder has its own email template and PDF content so you can escalate messaging as the date approaches.
Expiration Settings
Expand the Expiration panel to set how long a Pending agreement stays open before it automatically expires. Choose a number and unit (days, weeks, months, or years). Optionally apply the rule to existing pending agreements.
Creating an Agreement for a Customer
Navigate to a customer's record
Click New Agreement
Select the Agreement Type — this pulls in all the template settings you configured
Choose the Service Location, Sales Rep, and Marketing Source
Click Next to save the draft
Once saved, you'll see sidebar links to configure:
Site Visit (if enabled) — one-time inspection before service begins
Initial Service — the first service appointment with line items and pricing
Recurring Service — ongoing service schedule with frequency, billing cycle, and pricing
View Agreement — preview the generated PDF
Sending for Signature
From the saved agreement, use Save & Email to send the agreement to the customer. The email includes a link to your customer portal where they can review the PDF, sign electronically, and optionally pay the initial service fee.
Status Workflow
Draft → initial creation, not visible on the customer portal
Pending → sent to customer, visible on portal, awaiting signature
Active → signed or manually activated, work orders released
Hold → paused (manually or via missed renewal)
Expired → renewal date passed without renewal
Cancelled / Terminated → closed out
Manually transition statuses using the Save & Set [Status] dropdown.
Tips
Duplicate an agreement type to create variations without starting from scratch use the Duplicate button on the edit page.
Deactivate agreement types you no longer offer instead of deleting them. Existing agreements are preserved.
PDF Forms (Settings → PDF Forms) can still be used for fillable PDF fields select the form from the PDF Template dropdown instead of System Default.
The signature block is version-locked once a customer signs, that template version is frozen. Edits afterward create a new version for future agreements only.