Get started with contract builder in QuickBooks Online

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 QuickBooks Online. No need to switch between apps.

Note: Contract builder is currently available to a limited number of US QuickBooks Online Plus and Advanced customers.

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 customer  onto your uploaded PDF.
• Access code security: Add an access code to your contract for enhanced security. Your customer needs to enter this code to view and sign the document. The system maintains a full audit trail of who signed and when.
• Email notifications and reminders: Send contracts via email with a custom message. Configure automated reminders and expiration settings to prompt customers with pending signatures.
• Customer signing experience: Clients receive 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.
• Contract management: Track contract status  in the Customers & leads center. Download signed contracts for your records with a full audit trail.

Create and send a contract

Create an e-sign request and send a contract to your customer using contract builder.

Step 1: Access contract builder

1. Go to Customers & leads, then select Contracts.
2. Select Create e-sign request.
3. Select the Select a customer to send to ▼ dropdown, then select a customer.
4. Select Continue.

Step 2: Upload a contract

1. Select Upload Documents.
2. 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.
3. Select Open.
4. Set a  6-9 digit access code manually or let the system auto-generate one.
5. Select Next.

Step 3: Add e-signature fields

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

Step 4: Send the contract

1. Double-check your customer’s info.
   Important: Make sure to send the access code to your customer in a separate email, text message, or other secure channel.
2. Add a custom message for your customer.
3. Set up automated reminders and expiration settings.
4. Select Send.

Review and sign the contract

Your customer will receive an email with a link to the contract. Ask your customer to:

1. Open the email from QuickBooks.
2. Select Review, then enter the access code you set up for them to view the documents.
3. Select Verify, then select Get started.
4. Fill out the required fields, then select Next.
5. 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.
6. 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 Customers & leads, then select Contracts.
2. View the status of each contract (delivered/completed).
3. Download the signed PDF for your records. 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.
• Your customers get up to 3 attempts to enter the correct access code. If they fail, the system blocks access to the contract. If this happens, you’ll need to send a new e-signature request with a fresh access code.