Get started with contract builder

Learn how to use, send, and manage a contract using contract builder in QuickBooks Online.

Contract builder helps you streamline your contract signing process by letting you send a contract for e-signature directly within the product. No need to switch between apps.

Know its key features

• Upload existing contracts: Upload an existing contract in PDF format (up to 25 MB, and up to 5 files per request).
• Add e-signature fields: Add signature fields, date fields, and text fields for both your business and your recipients onto your uploaded PDF.
• Multiple signers: Send one contract to up to 5 signers. By default everyone can sign at the same time, or you can set a signing order so they sign one after another.
• Access code security: Optionally add an access code for each signer for extra security. If you do, each signer enters their own code to view and sign the document.
• Email notifications and reminders: Send contracts via email with a custom message. Configure automated reminders and expiration settings to prompt recipients with pending signatures.
• Customer signing experience: Each signer receives an email with a link to view and sign the contract. They can add their signature by typing in their name, which converts to a digital signature. This is always a required field.
• Add initials: You and your customer or lead can initial each page of a contract. This helps make sure that you have both reviewed and agreed to the terms.
• Contract management: Track each contract's status on the Contracts page, including how many signers have signed. Download signed contracts for your records with a full audit trail.

Create and send a contract

Create a contract and send it to your customer or lead using contract builder.

Step 1: Upload a contract

1. Go to All apps , select Customer Hub, then select Contracts (Take me there).
2. Select Create contract.
3. Select the Upload Documents ▼ dropdown, then select PDF.
4. Browse your files, then select the contract you want to send.
   Note: The acceptable file format is PDF. You can upload up to 5 files per signature request. The maximum file size is 25 MB. You'll see a preview of the uploaded contract.
5. Select Open.

Step 2: Add signers

1. From the Recipients section, select a Customer or a Lead.
   Note: The Email will automatically appear if it’s already added to the customer or lead, and if it doesn’t, you’ll need to enter it manually.
2. To send the contract to more people, select + Add another signer to add up to 4 more signers.
   Note: Only the first signer needs to be a Customer or Lead.
3. To have signers sign one after another, select the Set signing order checkbox, then drag signers into the order you want. If you don't, everyone can sign at the same time.
4. Select whether you'll sign. Signing yourself is optional:
   1. To sign after everyone else, select the I will sign last checkbox. You'll get an email when all other signers are done.
   2. To sign first, don't select the I will sign last checkbox. Add your own signature fields on the Signature request page.
   3. If you don't need to sign, don't select the I will sign last checkbox and don't add your own fields on the Signature request page.
5. From the Authentication method ▼ dropdown, select Access code.
6. (Optional) Set a 6-9 digit access code for each signer, or let the system auto-generate one.
7. Select Next.

Step 3: Add e-signature fields

1. Select either Signature, Signing date, Initials, or Text to add a field.
2. Select the location where you want them to appear in the contract.
   Note: Drag and resize fields as needed.
3. To add your own e-signature fields, select the Add fields for ▼ dropdown, then select your name.
4. If you're signing now, select Signature, then enter your Full legal name. QuickBooks generates a digital signature for you.
5. Select Sign.
6. Select Preview document or Next.

Step 4: Send the contract

1. Double-check your recipients' information.
   Important: If you set access codes, send each signer their code in a separate email, text message, or other secure channel. To look up codes later, go to the Contracts list, then select Get access code from the contract's Actions column ▼ dropdown.
2. Add a custom message for your customer.
3. Set up automated Reminders and expiration settings.
4. Select Send, then select Got it.

Review and sign the contract

Each signer receives an email with a link to the contract. If you didn't set a signing order, everyone gets it at the same time and can sign in any order. If you did, each person gets it only after the person before them has signed. Ask each signer to:

1. Open the email from the product.
2. Select Review. If you set an Access code, they enter it to view the documents.
3. Select Verify, then select Get started.
4. Select Sign to add their signature by typing their Full legal name. QuickBooks generates a digital signature for them.
   Note: The signature date is automatically filled in based on when the customer signs.
5. Select Sign, then select Send. Once sent, you’ll receive an email notification.

Manage contracts

Manage all your contracts in one location.

1. Go to All apps , select Customer Hub, then select Contracts (Take me there).
2. View the status of each contract If a contract has more than one signer, in the Status column shows how many have signed—for example, 2 out of 3 signers have signed. Select the status to see each signer's name and whether they've signed.
3. To download the signed PDF for your records, select the ▼ dropdown from the Actions column, then select Download. Each contract includes an electronic signature certificate, which gives a full audit history of signers.

Troubleshoot issues with contract builder

• If you can’t upload your contract, make sure it’s within the size limit (25 MB) and that you’re uploading a valid PDF file.
• If you set an access code, your recipients get up to 3 attempts to enter it correctly. If they fail, the contract is locked for all signers. If this happens, you'll need to send a new e-signature request.