EventSage can send your contract the moment a client reserves a date. The client signs first, pays the deposit second, and the payment books the event.
Before you start
You need a default contract template, or one chosen on the proposal, as Create a contract template explains. The client needs a name and an email. By default, only the owner and admins can change the switch. Only the owner and admins can send, resend or countersign a contract.
Turn on auto-send
- Open Contract templates, under Settings then Documents.
- Turn on Auto-send on accept.
- Check that one template shows the Default badge.
The switch starts off.
What happens when a client reserves
- The client clicks the Reserve button on a proposal, or accepts a shared quote.
- EventSage creates the deposit invoice the proposal names.
- EventSage makes the contract from the template, freezes the wording and the quote total, and sends it to the client and any partner on the event with a name and an email, up to four. Each gets a signing link by email, good for 30 days.
- The client lands on the agreement. After signing, Continue to payment takes them to the deposit.
- The deposit payment books the event.
Signing alone books nothing, and a client who signs and never pays holds no date. A paid deposit books the event even if the agreement is unsigned.
When every signer has signed, the contract reads Awaiting countersign. On the event's Files tab, click Countersign on the Contracts card, and EventSage emails the executed PDF to everyone.
A sent contract is fixed, so later template edits don't change it. If its quote total includes an estimated sales tax, or tax on an exempt event, the contract still sends and a bell asks you to check the figure with your client.
Fix a contract that was held back
EventSage won't send a contract that would print a blank where the venue or a time belongs. It keeps the contract as a draft, rings a bell that starts "Contract not sent" and adds "Agreement held back, details missing" to the event's activity feed. Only fields your template uses count, such as the venue, times and addresses.
- On the event's Files tab, the Contracts card shows the draft and says what's missing.
- Fill in what it names. Event details go on the event, the client's address on their contact, and your business details in Profile & info. A saved venue with no street address stays blank, so add the address to the venue and pick it again on the event.
- Click Send, check the signers, and click Send for signature. Send stays grayed out until the details are in.
Something look off?
Work through each check in order. Most fixes take under a minute.
The client says no contract arrived
- 1 · Auto-send made no contractIt skips an event when the switch is off, no default or proposal template is set, no signer has both a name and an email, or the event already has a contract that isn't voided. On the Contracts card, click Create from template (or New contract if the card lists one), then Send.
- 2 · The contract is a draftThe card reads Draft and a bell said it was held. Fix it as above.
- 3 · The email didn't arriveClick Resend on the signer's row. A link older than 30 days shows Expired, and Resend sends a fresh one.
- 4 · The activity feed says "Agreement wasn't sent automatically. Send it by hand"Something failed after the reservation went through. Send the contract from the Contracts card.