How service agreement templates and e-signatures work

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The agreement lifecycle

VisaFlo separates reusable document structure from a case-specific agreement:

1. A template holds approved reusable content and supported variables.
2. A generated document applies that structure to a particular case.
3. A signature request asks the identified signer or signers to complete the reviewed document.
4. The signed output belongs in the case record for future review.

Keeping these stages separate means a template change does not silently change an agreement that has already been reviewed or sent.

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Set up a template once

Prepare a Word document with the reusable language, then add supported variables for case, client, company, or date information. Upload it from Letters & Agreements, give it a clear name, and map any fields that need staff input during generation. Use a stable template name and maintain one approved source version for each agreement type. Test a newly edited template with a non-production case before making it the team’s default.

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Generate and review the case copy

From the case agreement or letters area, select the template, check the values to be inserted, and generate the document. Open the result before sending it anywhere. Confirm the party names, dates, fee terms, scope, manual fields, and page layout. Templates and AI-assisted drafts speed up preparation; they do not replace the review required for the specific client and matter. See Automation & Review.

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Request signatures

Use E-Signature only after the generated agreement is correct. Select the document, confirm the signer or signers and their email addresses, place required fields, then send the request. For multiple people, plan the signing sequence before you send so the team knows who must complete each step.

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Keep signed outputs organized

Review completion status from the signature workflow, then open the completed document and check that the expected signatures are present. Keep the final signed version in the case files with the related agreement. Do not replace it with a later unsigned draft.

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Common issues

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A value is missing or incorrect in the generated agreement

Correct the case record or the manual generation field, then generate and review a new copy. Do not edit only the signing request when the underlying source data is wrong.

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A signer needs to change

Recreate the request when signer identity, email, order, or required fields change. This keeps the request history aligned with the final document.

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The signing link does not work

Confirm the recipient address and ask the signer to check spam or filtered mail. If another request is needed, verify that the agreement and signer setup are still correct before sending it. Include the case ID, agreement name, approximate signing time, and a screenshot when contacting support.