Creating and Sending a Contract / Agreement for Signature

On this page, you will find:

Adviser Contract Agreement Overview

Adviseraide lets you generate personalised contracts / Agreements using templates with dynamic placeholders and then send those contracts to clients for electronic signing.
The overall process has two parts:
    Preparing a contract template
    Assigning the template to a specific case and sending the link to client
In this guide we will first create a contract template then assign that to a client and generate a shareable link.
If you need assistance preparing contact templates, you can email your docx word file to  support@adviseraide.com  Our support team will prepare the template, add the necessary placeholders, and upload it to your account. If you get stuck and need help, please contact our support team. We’d be glad to help you out.
Your account comes with a sample contract template called Client Agreement, which you can use as a reference.

Preparing a Contract Template

    From the main navigation, click Contract Templates. The Contract Templates list shows all existing templates and the Create Contract Template button
    Click Create Contract Template. A document editor opens where you can build your template.
In the editor screenshot above you see the following items highlighted
Untitled Document
This is where you set the template name. Click it to turn it into a text box, then enter the name you want.
Open
This allows you to import Word documents directly into the editor. This is very useful if you already have agreements in Word format, since you can bring them in without rebuilding them.
Important notes when importing Word files:
  • The document must be in a modern Word format (not Word 97–2003 or .doc).
  • If you run into any issues, contact our support team at  support@adviseraide.com 
  • Sometimes imported images may not display correctly. If that happens, delete the broken images and reinsert them using the Image button.
Image - Adding adviser signature to contact + Professional standards
Use this button to add images directly into the document. Examples include Advisers signature image or professional standards.You can add the Professional Standards PDF as a screenshot on the last page of your agreement, so these are always shared with your client.  https://www.iaa.govt.nz/assets/documents/professional-standards.pdf 
Insert placeholders
Placeholders make your templates reusable. They will automatically fill in with client or case information when the contract is assigned. Examples include:
  • {{ClientFirstName}}
  • {{ClientLastName}}
  • {{ClientEmailAddress}}
  • {{CaseCategory}}
Additional options include:
  • {{CurrentDate}} – inserts the date the contract is created
  • {{ContractSignedDate1}}, {{ContractSignedDate2}} – inserts signer completion dates (use numbered versions for multiple signers)
  • {{ClientSignature1}}, {{ClientSignature2}} – creates signature fields (numbered for multiple clients)
To add placeholders:
    Click Insert Placeholder Fields.
    A panel will appear with categories such as General, Organisation, Client, and Case.
    Click the placeholder you want. It will copy to your clipboard.
    Paste it into the document using Ctrl+V wherever you need it.
If you have added multiple signatures, such as {{ClientSignature1}} and {{ClientSignature2}}, then the signature dates should follow the same pattern. For
example:{{ContractSignedDate1}} for the signature date of the first client{{ContractSignedDate2}} for the date and time of the second client
When the contract is assigned to a case, placeholders are automatically replaced with the relevant data. If any data is missing, Adviseraide will prompt you to fill it in.
Once you are happy with the contract, click the Save and Close button. Your reusable template is now ready.

Assigning a contract to a case

    Open the relevant case and navigate to the Contracts tab. This tab lists existing contracts and includes Assign Contract buttons
    Click the Assign Contract button. The Choose Contract Template dialog displays all available templates. Click the template you want to use
    Adviseraide opens the contract in the Create Contract editor with all placeholders replaced by case-specific data. Review the contract and make any additional edits. If you see placeholders in curly braces {{ }} that are not replaced, fill them in manually - they were likely left blank because the client profile does not contain that information. Some fields, such as {{ClientSignature}} and {{ContractSignedDate}}, should not be modified because they will be completed by the client.
    When the contract is ready to send, click Save & Generate Link. Adviseraide saves the contract to the case and provides a secure link that you can copy.
    Send this link to the client via email or any other communication channel. Alternatively, Save and Close will save the contract without generating a link if you need to finish later.

Client Signing and What Happens Next

    The client opens the contract link on their computer or mobile device. Placeholders like {{ClientSignature}} appear as a signature pad that the client can sign with a mouse or finger. Once the signature is applied, {{ContractSignedDate}} automatically captures the date.
    After the client clicks the final submit button, Adviseraide converts the contract into a PDF and stores it in the case’s Documents tab. The contract record in the Contracts tab updates its status to Signed
    You will receive an email notification confirming that the client has signed the contract. The client will also receive an email with a link to download the contract.