Using Templates to Speed Up Agreement Creation

Once you’ve created agreement templates, using them is fast and simple. Start from a template, customize for your client, and send—done in minutes.

Why Use Templates?

Without template:
15-30 minutes per agreement (writing clauses, formatting, checking)

With template:
2-5 minutes per agreement (fill client details, tweak specifics, send)

Time saved over a year:
If you send 50 agreements/year at 20 minutes saved each = 16+ hours saved.

Accessing Your Templates

When creating a new agreement:

Method 1: During Agreement Creation

1. Go to Agreements page
2. Click Create Agreement or New Agreement
3. Creation dialog appears
4. Select Template dropdown or option
5. Choose your template

Method 2: Browse Templates First

1. Go to Settings → Templates → Agreements
2. View your template library
3. Click Use Template or Create from This Template
4. New agreement pre-filled with template content

Both methods achieve the same result:
New agreement with template content loaded.

Creating an Agreement from a Template

Step 1: Select Template

From the Create Agreement screen:

1. Template field or dropdown
2. Click and select from list (e.g., “Website Design Agreement”)
3. Template content loads into the agreement

If you have multiple templates:
Choose the one that best fits the client’s project.

No template needed?
Select “None” or “Blank” to create from scratch.

Step 2: Fill in Agreement Details

Standard fields:

Agreement Name*:
Auto-filled from template (e.g., “Website Design Agreement”) or customize: “Website Design Agreement - Sarah Johnson”

Client*:
Select the client from dropdown. Required field.

Project:
Link to a project (optional, if applicable).

Other details:
Any custom fields your system uses (tags, internal reference numbers).

What happens:
Template content is loaded into the document editor with all sections and settings intact.

Step 3: Review Template Content

Template sections appear:

• All text sections with standard clauses
• Image sections (if included in template)
• Signature section

Your job:
Review and customize for this specific client.

Step 4: Customize for the Client

Replace placeholders:

Template might have:

• [Client Name] → Replace with “Sarah Johnson”
• [Project Description] → Replace with “5-page website with e-commerce”
• [Total Price] → Replace with “$5,000”
• [Deadline] → Replace with “March 31, 2025”

Look for:

• [Bracketed text]
• {{Variable syntax}}
• Bold or highlighted placeholders

Editing Text Sections

Customize as needed:

• Adjust scope of work for this client’s project
• Update pricing or payment terms
• Modify timelines or milestones
• Add or remove clauses specific to this engagement

Tip:
Use Find and Replace (Ctrl+F / Cmd+F) to quickly update repeated terms like client name.

Adding or Removing Sections

Template provides a starting point, but you can:

• Add sections: Include additional clauses or images
• Remove sections: Delete irrelevant content
• Reorder sections: Drag to rearrange

See Adding Sections to Your Agreement.

Example:
If client doesn’t need a confidentiality clause, delete that section.

Adjust Settings

Template includes default settings, but you can override:

Reminders:
Change frequency or max reminders for this client.

Email notifications:
Toggle on/off or customize email text.

Other settings:
Adjust as needed for this specific agreement.

See:

• Setting Up Agreement Reminders
• Configuring Agreement Email Notifications

Step 5: Preview the Agreement

Before finalizing:

1. Click Preview or eye icon
2. View agreement as client will see it
3. Check for:
   • Missed placeholders
   • Formatting issues
   • Typos or errors
   • Completeness

Catch issues now:
Easier to fix in Draft status than after sending.

Step 6: Save as Draft

While working:

• Click Save frequently
• Agreement saved in Draft status
• Continue editing later if needed

Auto-save:
Many systems save automatically as you type.

Step 7: Finalize and Send

Once ready:

1. Finalize and Email: Sends agreement to client
2. Or Finalize: Changes status to Pending without emailing (you share link manually)

What happens:

• Status → Pending
• Client can view and sign
• Template remains unchanged for future use

See Sending Agreements to Clients via Email.

Template Workflow Example

Real-world scenario:

You: Freelance web designer
Client: Sarah Johnson
Project: 5-page website
Template: “Website Design Agreement”

Workflow Steps

1. New client inquiry received (5 minutes ago)

2. Create agreement from template (30 seconds)

• Click Create Agreement
• Select “Website Design Agreement” template
• Choose “Sarah Johnson” as client

3. Customize content (3 minutes)

• Replace [Client Name] with “Sarah Johnson”
• Update scope: “5-page responsive website with contact form”
• Adjust price: “$5,000”
• Set deadline: “April 15, 2025”
• Remove NDA section (not needed for this client)

4. Preview (30 seconds)

• Check for placeholders
• Looks good

5. Finalize and Email (30 seconds)

• Write personal message: “Hi Sarah, here’s our agreement as discussed…”
• Click Send

Total time: 4.5 minutes
vs 20-30 minutes writing from scratch.

Tips for Efficient Template Use

✅ Create templates for your top 3 services: Don’t template everything—focus on most common agreements.

✅ Use descriptive template names: “Website - Small Project” vs “Website - Enterprise”—pick the right one fast.

✅ Keep placeholders obvious: [ALL CAPS IN BRACKETS] stands out, hard to miss.

✅ Review before sending: Template saves time, but always proofread.

✅ Don’t over-customize: If you’re changing 80% of template, maybe you need a different template.

✅ Update templates regularly: When your terms change, update the template—future agreements automatically improved.

When Not to Use:Templates

Skip templates if:

• Agreement is highly customized or unusual
• One-off, non-standard terms
• Legal complexity requires attorney review for each case

Use templates for:

• Recurring, similar engagements
• Standard service agreements
• High-volume agreements (retainers, consulting)

Template-Driven vs Custom Agreements

Best practice:
Use templates for 80% of agreements, custom for special cases.

Multiple Templates for Different Scenarios

Create templates for:

By service type:

• Web design
• SEO consulting
• Content writing
• Photography

By project size:

• Small project (<$5K)
• Medium project ($5-20K)
• Large project (>$20K)

By engagement model:

• One-time project
• Monthly retainer
• Hourly consulting

Pick the template that best matches the client’s situation.

Customizing Template Defaults

When creating from template, you can:

Keep defaults:

• Use template’s reminder settings
• Use template’s email settings
• Use template’s structure as-is

Override defaults:

• Change reminder frequency for this client
• Disable reminder emails (client prefers text follow-up)
• Add extra sections unique to this project

Templates are flexible:
They save time but don’t lock you in.

Team Collaboration with Templates

If you have a team:

Benefits:

• Everyone uses the same approved legal language
• New hires get up to speed fast
• Consistent client experience
• Fewer errors and omissions

Best practice:

• Admins create and maintain templates
• Team members use templates for client agreements
• Regular template reviews to keep content current

Tracking Template Usage

Some systems offer analytics:

Metrics you might see:

• Most-used templates
• Agreements created per template
• Average customization time

Why track?
Identify which templates are valuable, which need improvement or removal.

Updating Templates Without Breaking Existing Agreements

Important:
Editing a template does not change agreements already created from it.

Example:

• Created 10 agreements from “Website Agreement” template
• Update template with new pricing clause
• Those 10 agreements remain unchanged
• Only new agreements use updated template

This is good:
Ensures existing client agreements stay consistent with what was signed.

To update existing agreements:
Manually edit each, or recall and recreate if needed.

Common Questions

Can I switch templates after starting an agreement?
Usually no—template applies at creation. But you can manually copy-paste content from another template.

What if I forget to replace a placeholder?
Agreement will have [placeholder text], looks unprofessional. Always preview before sending.

Can I use multiple templates in one agreement?
Not directly, but you can manually copy sections from different templates.

Do templates work with proposals?
Agreements and proposals are separate. Some systems offer proposal templates too.

Can clients see that I used a template?
No, they see a fully customized agreement. Templates are internal workflow tools.

What if a template has outdated legal terms?
Update the template immediately and review recent agreements created from it. Consult a lawyer.

Can I export a template?
Depends on your system. Check if import/export features exist.

Should I create a template after just one agreement?
If you expect to send similar agreements again, yes. Otherwise, wait until you’ve sent 2-3 similar ones.

Best Practices Recap

✅ Select the right template: Match service type, project size, client needs.

✅ Customize thoughtfully: Replace all placeholders, adjust scope, pricing.

✅ Preview before sending: Catch missed placeholders and errors.

✅ Maintain your templates: Review and update quarterly or when terms change.

✅ Train your team: Ensure everyone knows how to use templates properly.

✅ Don’t over-template: If agreement needs 80% rewriting, start from scratch or create a new template.

✅ Keep a template library organized: Clear names, descriptions, easy to find.

Related Articles

• Creating Reusable Agreement Templates
• Creating Your First Agreement
• Sending Agreements to Clients via Email
• Understanding Agreement Statuses and Workflow