Documents and Contracts — StudioM Platform Guide¶
Who this guide is for: Anyone who sends agreements, proposals, or contracts to clients for review and signing. Time to read: Approximately 9 minutes
What Are Documents and Contracts?¶
The Documents feature lets you create, send, and collect signatures on agreements directly through the platform. Instead of emailing a PDF and waiting for it to come back signed, you send a document link — your client reviews it in their browser and signs with a click. Everything is tracked, stored, and legally valid.
You can use documents for: - Service agreements and contracts - Proposals and quotes - Onboarding forms requiring acknowledgement - Any document that needs a client signature
How to Get There¶
Navigate to: Documents & Contracts (left sidebar)
Creating a Document¶
From Scratch¶
- Click + New Document
- Choose Start from Scratch
- Give your document a name (this is the internal name — clients see the document title you set inside it)
- The document builder opens — add your content using the tools available (see below)
- Add signature fields where signatures are needed
- Save your document
From a Template¶
If you've saved previous documents as templates, or if StudioM has set up templates for you: 1. Click + New Document 2. Choose Browse Templates 3. Select the template 4. Customise as needed 5. Save
The Document Builder¶
The builder lets you create professional documents using a rich text editor with additional tools:
Text and Content¶
- Text blocks — headings, paragraphs, bullet lists, numbered lists
- Tables — for structured data like pricing tables
- Images — add your logo or supporting images
- Dividers — visual separators between sections
Signature and Input Fields¶
These are the interactive fields your client fills in when they receive the document:
| Field Type | What It Captures |
|---|---|
| Signature | Client's drawn or typed signature |
| Initials | Initials to acknowledge specific clauses |
| Date Signed | Auto-populated with the date the client signs |
| Full Name | Text entry for the client's name |
| Text entry for the client's email address | |
| Text | Any other text response |
| Checkbox | Tick to agree/acknowledge |
| Dropdown | Select from a list of options |
| Payment | Collect payment as part of signing (see below) |
Drag any field from the toolbar onto the document where you want it to appear.
Merge Tags¶
Personalise documents automatically by inserting contact data as merge tags. When the document is sent to a specific contact, merge tags are replaced with that person's actual information.
Common merge tags:
- {{contact.first_name}} — the recipient's first name
- {{contact.full_name}} — full name
- {{contact.email}} — email address
- {{contact.company_name}} — company name
Custom field merge tags also work — any custom field value stored on a contact can be pulled into a document.
Saving a Document as a Template¶
If you'll reuse a document structure (e.g., your standard service agreement), save it as a template so you don't have to rebuild it each time:
- Open the document
- Click the three-dot menu (⋮) → Save as Template
- Give the template a name
- It now appears in your template library when creating new documents
Multiple Signers¶
Some documents require signatures from more than one person — for example, both client and service provider, or multiple decision-makers.
You can configure up to multiple signers per document.
Setting Up Multiple Signers¶
- In the document settings, add each signer (by name/role)
- Assign specific signature fields to specific signers
- Choose the signing order:
- Sequential — Signer 1 must sign before Signer 2 receives the document
- Simultaneous — All signers receive the document at the same time
Adding Yourself as a Signer¶
If your document requires your own signature as well as the client's: 1. Add yourself as a signer in the settings 2. Place your own signature field in the document 3. After the client signs (or simultaneously), you'll be notified to add your signature
Sending a Document¶
Manual Send¶
- Open the document
- Click Send
- Enter the recipient's name and email (or link to an existing contact)
- Add a personal message (optional)
- Click Send — the recipient receives an email with a link to open and sign the document
Send from a Contact Record¶
- Open the contact in Contacts
- Find the Documents section in the right panel
- Click Send Document and select the document to send
Send via Workflow (Automated)¶
Documents can be sent automatically as part of a workflow: - Add a Send Document action to any workflow - Select the document to send - The platform sends it to the contact automatically when the workflow reaches that step
This is useful for sending agreements automatically when a deal reaches a specific pipeline stage, or when a contact books an appointment.
Collecting Payment with Documents¶
You can require payment as part of the document signing process. Two options are available:
| Option | How It Works |
|---|---|
| Sign then Pay | Client signs first, then is taken to a payment page |
| Pay then Sign | Client pays first, then proceeds to sign |
To add payment to a document: 1. Add a Payment field to the document in the builder 2. Set the amount (fixed or you can allow the client to enter an amount) 3. Select the payment method to use
Need StudioM Support for This? Collecting payments through documents requires your payment gateway to be connected to your account. Contact StudioM Support if you haven't set this up yet.
Tracking Document Status¶
From the Documents view, you can see the status of every document you've sent:
| Status | What It Means |
|---|---|
| Draft | Document created but not yet sent |
| Sent | Sent to the recipient, awaiting their action |
| Viewed | Recipient has opened the document |
| Partially Signed | Some signers have signed, others haven't yet |
| Completed | All required signatures have been collected |
| Declined | Recipient chose to decline the document |
Click on any document to see the full audit trail — when it was sent, when it was opened, when each signer signed, and from what IP address and device.
The Client Signing Experience¶
When a client receives a document: 1. They get an email with a link — no login or account required 2. They click the link and open the document in their browser 3. They review the content, then click through signature fields to sign 4. They submit — they receive a copy of the completed document by email 5. You receive a notification that the document has been signed
The signing experience works on desktop and mobile browsers.
Downloading and Storing Signed Documents¶
Once a document is completed: - The signed PDF is stored in the platform against the contact's record - You can download it at any time: open the document → Download PDF - The contact also receives a copy automatically
Legal Validity¶
Electronic signatures collected through the platform are legally valid under: - ESIGN Act (United States) - UETA (United States — state level) - eIDAS Regulation (European Union) - Electronic Transactions Act (Australia and New Zealand)
Each signed document includes a certificate of completion — a separate document that records the audit trail (timestamps, IP addresses, signer identities) for legal proof.
Note: While electronic signatures are broadly accepted, specific document types in some jurisdictions may still require wet (handwritten) signatures. If you're unsure whether e-signatures are valid for a particular type of agreement, consult a legal professional.
Best Practices¶
- Use templates for standard agreements — save time by templating your most commonly sent documents
- Personalise with merge tags — a document addressed to the client by name feels more professional
- Set up automated sending — for post-booking agreements or post-sale contracts, automate the send via a workflow so nothing gets forgotten
- Test before sending to real clients — send the document to yourself first to see exactly what the client experience looks like
- Keep document names organised — use a naming convention like "Service Agreement — Consulting v2" so your library stays manageable
Common Questions¶
Q: Can a client sign from their phone? Yes — the signing experience is mobile-friendly. No app or account is needed; clients just click the link in their email.
Q: What happens if I need to make changes after sending a document? You can recall/void a document that hasn't been completed yet. Go to the document → Void (or Cancel). Then make your edits and resend. Note: voiding a sent document cannot be undone.
Q: Can I send the same document to multiple contacts at once? Each send creates an individual document instance for each recipient — this ensures each signed copy has the correct details and audit trail for that specific person.
Q: How do I know when a client has signed? You'll receive a notification (email or in-app, depending on your notification settings) when a document is completed. You can also check document status any time from the Documents view.
Q: Are signed documents stored securely? Yes — all documents and signatures are stored securely in the platform. Signed PDFs remain accessible from the contact record and the Documents view indefinitely.
Q: Can I add my own logo and branding to documents? Yes — add your logo as an image in the document builder. You can also set up consistent styles (fonts, colours) within the document content.
Need Help?¶
Contact StudioM Support any time.
- Email: support@makoa.us
- Live Chat: Available inside the platform
Related guides: Contacts and CRM · Payments and Invoicing · Workflows (Automations)