Contract issuing

All new clients must sign an engagement agreement before they start using DigiTickets. Once they have been live for a couple of months they should be visited to encourage them to sign up to a longer term contract

1. All contracts should be sent through the new version of Signable https://signable.app/#/. To send a contract:
2. Select ‘New Envelope’ in Signable
3. Select the relevant contract type. If you are issuing an Engagement Agreement you will need to select the template marked ‘(D) DigiTickets Engagement Agreement’ from the end of the list. once it is selected click 'Next Step'
4. Within Party 1 enter the client's legal name and the email address of the contract recipient, and set the drop-down to 'Client' or 'Party' as relevant
5. Select the Party 2 tab and set the fields as 'Richard Booker (DigiTickets)', 'richard.booker@digitickets.co.uk', and 'DigiTickets' respectively
6. Once you have selected 'DigiTickets' from the drop down additional fields will appear
   1. Fill any 'Company/Client Name' fields with the client's legal name
   2. Fill any 'Company Number' fields with the client's legal company number - this can be found at https://beta.companieshouse.gov.uk/ or by asking the client. If the company is a partnership or sole trader they may not have a company number. In this case, the field can be left blank
   3. Enter the current date in 'Contract Date', unless the contract is being backdated - in that case enter the date the contract will be backdated to
   4. Fill any 'Company Address' fields with the client’s registered office; this can also be found on https://beta.companieshouse.gov.uk/
   5. Enter the date on which the proposal was sent in the 'Proposal Date' field. If you can't find when the proposal was sent then set the date to the current date and re-send the proposal immediately for the client's reference
   6. The Deposit and Final Balance/Setup Fee should usually be set to £500.00 and £1000.00 unless it has been specified that the client will be having remote training, in which case the final balance will be £750.00 instead. The Deposit Text and Setup Text fields (if present) can be used to give any additional information (for instance if the set-up fee includes hardware, or if any of the payments have already been made)
   7. The Monthly Fee and Monthly Fee Text fields are relevant if the client will be using ProPoint, in which case they will be paying a monthly license fee, or if the set-up fee is being split over several months. If the client will not be paying any monthly fees this field will need to be set to £0.00
7. Once complete, click 'Next Step'
8. Check that the parties are correct, and click 'Next Step'
9. You will then be taken to a review screen - check that everything is correct, select the contract name under 'Suggestions' to name the contract being sent, and then click on the 'Reminders' button on the right and set this to 'every 3 days'
10. Click 'Send Envelope'
11. Once this has been done the client will receive a copy which they will be able to review it and sign. Once signed the issuer and Rich will both receive an email
12. Once Rich has countersigned the contract it will need to be saved and renamed in the format “ClientTradingName ContractType ContractIssueDate”
13. The contract will then need to be uploaded to CRM. To do this, go to the client in CRM, click on the Documents tab, and click the ‘New Document’ option, and select ‘To Vtiger’. The contract can then be added and saved
14. Finally, edit the client in CRM and enter the contract information – for Engagement Contracts only the Billing Details (a summary of the current contract), Contract Term, Tariff, and Contract Start Date fields are required. It is important that these fields are completed as invoicing is run off of them, so if the contract isn't showing the client will still be billed at their previous rate.

Please see attached video tutorial.