The contract process, despite its apparent simplicity, can often become messy and complicated. The steps involved—attaching documents, making revisions, signing, scanning, and ensuring the final contract is saved—can be cumbersome and time-consuming. UpMail offers a solution to streamline this process, making contract delivery more efficient and less stressful.
This article provides a step-by-step guide for using UpMail to streamline your contract delivery workflow.
Create Contract Email Template(s)
The first step is to create an email template for sending out contracts. Select 'Create a Template' and choose a contract template from our Template Gallery. This template includes a brief introduction and a placeholder image where you can add your contract document. You can further customize this template from here.
Based on your workflow, you might also create a template that includes both the contract and a deposit form, along with a placeholder image for both documents. Additionally, consider creating a template that includes the contract and an introduction to the event servicing team, streamlining the process once the contract is signed.
Add Contract Document to Email
Once the template has been created and you're ready to send out a contract, select the template and upload the contract document to the placeholder image. You can also personalize the email by adding the recipient's first name, due dates, or any additional comments.
That's it—your contract is ready to send!
Set a Reminder
You can set a reminder before or after the contract has been sent to follow up with the recipient after a certain period.
Prior to sending the email and contract, you can configure the reminder within the email composer . After sending, you can also go to your Sent Emails to set the reminder. A default email will be sent to remind you to follow up on the contract, ensuring timely receipt.
> Click here to learn more about setting reminders
Email Tracking
You may be anxiously awaiting the signed contract, so it’s helpful to know whether the recipient has opened your email and viewed your contract. UpMail provides tracking capabilities that let you see these actions in real time. Within your sent emails, you can click on the email to view the number of opens and number of clicks and when these interactions occurred. This insight will guide you on when to follow up, allowing you to be more strategic with your timing.
Additionally, knowing that your email has been opened and the contract viewed can put your mind at ease, ensuring that the recipient is engaged with the document. This awareness helps maintain momentum in the contract process and improves your ability to manage client interactions effectively.
E-Signature Add-On
The E-Signature feature in UpMail is available as a paid add-on. When enabled, it simplifies the contract process by allowing you to add e-signatures to your contract documents.
After the contract is viewed and also signed, you will receive email notifications. Additionally, an icon next to the Sent Email will indicate whether the contract is pending signature or has been signed. The final, signed contract will be stored within UpMail for easy access.
> Click here to learn more about the E-Signature workflow within UpMail
If you do not have the E-Signature feature enabled and are interested in learning more, please email support@upmailsolutions.com.