How To Create and Manage Client Contracts with Documents & Contracts in Tekmatix

Why This Feature Matters

Managing contracts manually can slow down your business and create unnecessary paperwork. The Documents & Contracts feature inside Tekmatix Payments allows you to create agreements, collect legally binding e-signatures, and even accept payments — all in one place.

Instead of sending separate proposals, invoices, and contracts, you can streamline the entire process into a single document that your client signs and pays in minutes.

This helps you:

• Close deals faster

• Reduce back-and-forth emails

• Keep legally binding agreements organized

• Automate follow-ups and payment collection

Whether you run a coaching business, agency, consulting firm, or service-based company, this feature makes your client onboarding process smoother and more professional.

What is Documents & Contracts in Tekmatix?

Documents & Contracts is a built-in tool under the Payments section in Tekmatix that allows you to create, send, and manage agreements with clients.

You can:

• Create documents from scratch

• Upload existing contracts (PDFs)

• Use reusable templates

• Collect e-signatures

• Accept payments directly within the contract

• Track document activity with an audit trail
  

Everything is managed from one centralized dashboard so you always know the status of every agreement.

How To Access the Documents & Contracts Dashboard

Follow these steps to access your contract management area:

1. Go to Payments in the left menu.

2. Click Documents & Contracts.

3. Select All Documents & Contracts from the dropdown.

This dashboard displays all documents including:

• Drafts

• Sent documents

• Waiting for signatures

• Completed agreements

• Archived records

This view makes it easy to track which contracts require follow-up.

Understanding the Documents Dashboard

The dashboard helps you monitor all agreements in one place.

Key Tabs

You will see different document statuses including:

• Draft - Documents still being created and not yet sent.

• Waiting for Others - Documents sent but still awaiting signatures.

• Completed - Fully signed agreements.

• Payments - Contracts that include payment transactions.

• Archived - Old or inactive agreements kept for records.

Key Information Displayed

Each document row shows important details such as:

• Document title

• Status

• Customer name

• Date last modified

• Contract value
  

This allows you to quickly identify active deals and pending approvals.

How To Create a New Contract in Tekmatix

Tekmatix provides three ways to create a document depending on your needs.

Step 1: Create a New Document

1. Click + New in the top-right corner of the dashboard.

   

2. Choose one of the following options:

• New Document - Create a contract from scratch using the editor.

• Upload Existing PDF - Upload an existing contract and add e-signature fields.

• Import from Template Library - Use a prebuilt contract template for faster setup.

Templates are ideal for recurring agreements like:

• Coaching agreements

• Service contracts

• Client proposals
  
  

How To Customize Your Contract

The document editor allows you to build professional agreements using drag-and-drop elements.

Add Content Elements

You can insert:

• Text sections

• Images or videos

• Pricing tables

• Product lists

• Page breaks
  

Add Fillable Fields

You can also add fields that recipients must complete, such as:

• Signature

• Initials

• Date

• Text fields

• Checkboxes
  

After adding a field:

1. Select the field.

2. Assign it to the correct signer using the Properties panel.

Page Management

• Manage multi-page documents.

• Add, duplicate, or remove pages as needed.

Document Variables

• Insert dynamic placeholders like Created Date, Reference Number, Sub-Account Name, and custom fields.

• Variables automatically populate with the correct data when the document is sent.

Content Library

• Centralized library of reusable blocks and full pages for Documents & Contracts

• Save a section/page you’ll reuse via Add to Content Library and name it for easy finding

• Insert saved items in any doc/template from Content Library → Custom using drag & drop

• Update/customize the inserted content as needed after adding it to the document

Add Recipients

To configure who will sign the document:

1. Add one or more recipients.

2. Assign signature fields to each person.

3. Choose the signing order:

• Sequential signing – One person signs after another

• Simultaneous signing – Everyone can sign at the same time

Action Menu Inside the Editor

• Access the three-dot menu (⋮) for additional options: Mark as Completed, Download PDF, Convert to Template, Add Expiry, Delete.

How To Add Payments to Your Contract

One of the most powerful features of Documents & Contracts is integrated payment collection.

You can configure:

• One-time payments

• Recurring subscriptions

• Autopay options

  

This allows clients to sign the contract and pay instantly, reducing delays and improving cash flow.

How To Send the Document to Your Client

Once your document is ready:

1. Click Send.

2. Choose an Email Template.

3. Edit the email subject or message if needed.

4. Confirm the preview.

5. Click Send via Email or Share via Link.

   
   

This ensures your client receives clear instructions and can complete the agreement quickly.

Document Settings

• Control how the document is delivered.

• Override the default email configuration (From Name, From Email, Subject, Template).

• Redirect clients to a custom URL after signing.

• Upload attachments to be included with the document email.

Sample Scenario: How Businesses Use Documents & Contracts

Example: A Business Coach Signing New Clients

Sarah runs a business coaching program and signs 10–15 new clients every month.

Before using Tekmatix, she had to:

• Send a proposal

• Email a contract

• Send an invoice separately

• Manually track signatures
  

This process took several days and often delayed onboarding.

With Documents & Contracts in Tekmatix, she now:

1. Creates a coaching agreement template.

2. Adds a monthly payment subscription inside the contract.

3. Sends the document to new clients.
   

The client simply:

1. Opens the document

2. Reviews the agreement

3. Signs electronically

4. Pays the first invoice

The entire process takes less than 5 minutes, allowing Sarah to onboard clients instantly and reduce admin work.

Pro Tips for Using Documents & Contracts

To get the most out of this feature:

✔ Create templates for frequently used contracts
✔ Use workflows to send reminders for unsigned documents
✔ Add expiry dates for time-sensitive offers
✔ Track unsigned agreements under Waiting for Others
✔ Include payment options to speed up deal closing

These strategies help businesses increase conversions and reduce manual follow-ups.

Frequently Asked Questions

What happens if a client signs partially but does not finish?

If multiple signers are required and only some complete their fields, the document remains under Waiting for Others until all signatures are completed.

You can resend reminders directly from the dashboard.

Are e-signatures secure?

Yes. All documents and payment data are protected with SSL encryption, and each signature includes a certificate with:

• Signer email

• IP address

• Timestamp

This creates a legally traceable record.

Can I edit a template after sending a contract?

Yes, but the changes will only apply to future documents created from that template. Documents already sent remain unchanged for legal accuracy.

Can contracts expire?

Yes. You can set an expiry date so that documents can no longer be signed after a certain time. This is useful for proposals or limited-time offers.

Final Thoughts

The Documents & Contracts feature in Tekmatix simplifies how businesses manage agreements, collect signatures, and accept payments.

By combining contracts, signatures, and payments into one streamlined workflow, you can:

• Reduce admin work

• Speed up onboarding

• Improve professionalism

• Close deals faster

If your business regularly sends proposals, service agreements, or onboarding contracts, this feature can significantly improve your client experience and operational efficiency.