Terms of Business & Fee Agreement

Q: Can we use our existing agreement template, or do we need to create a new one?

Your existing template works; the automation simply populates it with client data from your CRM. You can refine the template anytime without disrupting the workflow.

Q: What if a client's details change after the agreement is generated?

You can regenerate and resend the agreement instantly with updated information. The old version is archived, and the client receives the corrected agreement with a new signature request.

Q: Does this work with clients who prefer to sign on paper?

The automation sends a digital signature link by default, but you can print the agreement and collect a wet signature manually if needed. Both paths update your CRM once complete.

Q: Will this integrate with our existing CRM and email system?

Yes, the automation connects directly to your CRM to pull client data and uses your email system to send agreements. Setup typically takes a few hours and requires no coding.

Getting signed terms in place before a candidate is ever submitted.

195 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Creating and sending Terms of Business agreements to new clients is manual, error-prone, and slow. Sales staff spend nearly an hour per agreement retrieving data, customizing templates, and chasing signatures.

Automation pulls client details from the CRM, generates a customized agreement instantly, and sends it for signature with built-in reminders. Agreements reach clients in minutes instead of hours, and signatures come back faster.

Key features:

Extract client details automatically from your CRM to populate agreements

Generate customized Terms of Business documents in seconds

Send agreements for signature with automatic follow-up reminders

File signed agreements and update your CRM in one step

Reduce manual data entry errors and compliance gaps

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual data entry errors Typos in fee rates, payment terms, or client names often slip through and require rework or client clarification.	80%
2	Signature chase delays Multiple follow-up emails and phone calls are needed to secure signatures, extending agreement turnaround by days.	67%
3	Template version confusion Sales staff sometimes use outdated or incorrect template versions, creating compliance and consistency issues.	53%
4	CRM record gaps Signed agreements are often not filed or CRM records are not updated, breaking the audit trail and onboarding workflow.	40%
5	Time pressure skips review Quality review steps are frequently skipped due to workload, allowing errors to reach clients.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.2/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Client Addedtrigger

A new client record is created with required fields populated: company name, contact email, fee percentage, and payment terms.

2. Extract Client Data

The automation retrieves client details, including company name, contact name, email, fee percentage, and payment terms.

3. Generate Agreement Document

The automation generates a customised Terms of Business agreement by populating a template with the client data. the automation ensures all required fields are filled and the document is formatted correctly.

4. Send for E-Signature

The generated agreement is sent, which creates an e-signature request and sends it to the client contact email. tracks the signature status automatically.

5. Monitor Signature Status

The automation polls for signature completion. When the client signs, notifies the automation.

6. File Signed Agreement

The signed agreement is automatically downloaded and stored in the shared drive or document management system.

7. Update CRM and Notify Team

The CRM record is updated to mark the agreement as signed, the signed document link is attached, and a notification is sent to the sales team confirming completion.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

116 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a client doesn't sign the agreement within the first reminder?

The automation sends a second reminder after two more days, then flags the agreement for manual follow-up by your sales team. You retain full control over escalation and can intervene at any point.

Can we use our existing agreement template, or do we need to create a new one?

What if a client's details change after the agreement is generated?

Does this work with clients who prefer to sign on paper?

Will this integrate with our existing CRM and email system?

View more FAQs

Process pain:9.2/10

Mapped by:5 Companies

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Page updated 10 August 2026