Skip to main content
An agreement template is a Word document your firm sends for signature, set up once. Its fields fill in from the case or are typed for each client, and its sign areas show who signs where. Every new agreement starts from the saved template. Name each template the way your firm does, for example Service Agreement or Consultation Agreement. They all live in the same list, and you pick one when you start an agreement on a case.

​
Open your agreement templates

  1. Go to Settings and select Templates.
  2. Open the Service Agreements tab.
The table lists each template with its number of fields and signers, its Status, and when it was Edited:
  • Ready: the template is set up.
  • 2 to check (or another number): some fields still need setting up. Open the template to finish them.
  • PDF only: a PDF template. You place its sign areas each time you send it.
Select a template’s name to open it. The … menu on each row has Open, Download file, and Delete. After a delete, select Undo on the message to keep the template.
The Letters tab holds letter templates for AI drafts, not agreements. See AI Drafts.

​
Add a template

  1. Select Add a Template.
  2. Drop a Word file (.docx) on the dialog, or select Choose file. PDFs work too. Files can be up to 20 MB.
  3. Check the Name, then select Create.
A Word file opens in the template editor. VisaFlo finds the fields written as {{field_name}} in the file, for example {{client_name}}, and shows how many it found before you create the template.

​
The template editor

The editor shows the document on the left. On the right are three tabs: Fields, Signers, and Settings. At the top, switch between Edit and Preview, and select Save when you are done.

​
Set up the fields

The Fields tab groups fields by how they get their value:
  • Auto-filled: read from the record, such as the client’s full name, email, or address, the case type, your firm’s details, the consultant’s name or licence number, or today’s date. Consultant fields fill from the team member who prepares the agreement, so check them on the Fields tab before you send.
  • Typed: filled in for each agreement, such as a fee. Choose its type (Text, Number, Money, Percent, Date, or Choice) and an optional Default.
  • Formula: calculated from other number fields, such as a fee plus tax.
To set up a field, select it in the list or on the page. Under Filled by, choose Auto, Typed, or Formula. For Auto, choose the source under From. Each choice shows what it gives for a sample client. “Client” means the person the agreement is for: the lead’s details on a lead, and the client’s on a case. When the record has no value for an auto-filled field, it waits under To fill when you prepare the agreement. If fields from the Word file have no setup yet, the list shows a note such as 2 fields need a type. Select Review to go through them. To make a new field, select text in the document, then select Make variable in the toolbar. You can also edit the document’s wording here.

​
Set who signs, and where

Open Signers. The document shows as a page, with each person’s sign areas on it.
  • 1 · Signs first: Client is always here. Select Add signer to add another person, such as a spouse or co-applicant. If only some clients have one, open the … menu next to them and choose Optional.
  • 2 · Then your firm: your firm signs last, after everyone above.
To place a sign area, select + next to a signer, choose Signature, Initials, or Date, then click the page where it goes. To move or resize an area, select it on the page and drag it or one of its corners. Each signer’s areas are listed under them. Select one to find it on the page, or select the X to remove it. These areas are already in place when you prepare an agreement from the template. You can still change them for one client before you send.

​
Settings

  • Name: the name you pick on a case.
  • Word file: download the file, or select Replace file to use a new one. The new file takes effect right away, without Save, and replaces the wording you edited in VisaFlo. Field setups are kept.
  • Delete template: new agreements can’t be made from it. Agreements already made keep their documents.
Invoice after signing is marked Coming soon.

​
Preview and save

  1. Select Preview to see the document filled in, read only.
  2. Under Preview as, choose Lead or Client, then the sample record or one of your own.
  3. Read the Checklist on the right. It lists what still needs attention, such as fields with no default.
  4. Select Save. You can also press Ctrl+S (⌘S on a Mac).
New agreements start from the saved version. Agreements you already sent keep their documents. If you try to leave with unsaved changes, VisaFlo asks Save changes before leaving?

​
Next steps

​
Troubleshooting

The template shows a number to check. Open it and select Review on the Fields tab. Give each field a type. A PDF template doesn’t open in the editor. VisaFlo can’t edit a PDF’s text, so a PDF template opens its settings instead, and you place its sign areas each time you send it. To use the editor, add the agreement as a Word file. The editor says Couldn’t open this document. The Word file may be damaged. Select Try again, or Replace file with a new copy. New agreement is greyed out on a case. Your firm has no agreement templates yet. Add one here first.